Job description templates speed up job creation by providing pre-configured structures for key job components. By configuring job report workflows, pricing items, and labour rates, you can save time and effort setting up each job individually. Available on the 'Go Paperless' plan and above.
View Setting
➡️ Profile icon > Settings > Jobs > Job description templates > View
Add New Template
➡️ Add job description > Complete the side panel > Save
Template Details:
- Job description: This name serves as an identifier used throughout the system.
- Time to complete: Select the expected job duration from the dropdown.
- Online portal price: If offering this job via the website booking portal, enter the price to display to customers.
- Appear in customer login portal: Check this box if you want the job description template visible in the customer portal.
- Appear in website integration: Check this box if you want the job description template visible in the website booking portal.
- Colour on diary: Choose a colour for the job description template to be displayed on the diary.
Note: To display a job description correctly in the website booking portal, ensure all related fields are completed.
Configuring a Job Description Template
➡️ Configure
Once the template is created, you can further configure it with detailed job settings:
Job Template
These are the details entered when adding a new job to a customer. The job description template applies this information to the fields, saving time while allowing manual adjustments.
Default Job Values:
- Job notes: Add internal notes to assist staff in managing the job and taking customer information.
- Skills: The system assigns engineers based on their assigned skills.
- Quoted amount: Enter the internal quote amount for the job.
- Service reminders (1/2/3): Link up to three service reminders. If a service reminder already exists for this customer, it will be used.
- Invoice category: Select the Business Unit for invoices raised on these jobs for reporting purposes.
- Priority: Set the urgency of the job.
- Schedule appointment: Check this box to add a diary event after saving the job details.
Mobile Experience
Set up the questions you would like included in your arrival report and job report.
Arrive workflows
- Arrive question: Search the Arrive workflow > Select from the drop-down box
- Default: If you have multiple workflows, you need to select 'Yes' against the one you wish to be the default for the Arrive workflow template.
- Action: Delete the arrive workflow template > Save.
Job report workflows
- Job question: Search the Job report workflow > Select from the drop-down box
- Default: If you have multiple workflows, you need to select 'Yes' against the one you wish to be the default for the Job description template.
- Action: Delete the job report workflow template > Save.
If no workflows are configured for a job description, the system defaults to the following settings:
- Job arrive signature message
- Job arrive on-site questions
- Job leave signature message
- Job leave questions
Notes
- Mobile users must force close and reopen the app for any changes to workflows to appear.
- If a workflow is archived after a diary event is created, mobile users will still see and need to answer the questions for that event. The questions will only be archived for future events.
Invoicing
Pricing items
- Define pricing items related to the job description. Set the minutes included and whether the time is carried forward > Save.
Labour rates
- Select your labour rate from the dropdown > Save.
Automatically invoice
➡️ Click 'Add invoice rule' > Complete the side panel > Save.
Automatic Invoice Rule Options:
- Customer type: Select the customer type from the dropdown. To assign more than one type, add multiple automatic invoice rules.
- Rule: Select from the dropdown box.
- Set invoice as draft: Tick this box if the invoice should be raised as a draft.
- Description: Type the invoice description assigned to the job description template.
- Invoice breakdown: Select the type of breakdown required from the dropdown box.
- Invoice category: Assign the Business Unit if required.
- User group: Select the user group from the dropdown.
- Email: Choose if you want the invoice to be sent automatically.
- Default nominal code: Assign a default nominal code, which will apply to all line items.
Notes:
- Automatic invoice rules override the default values.
- Add rules to automatically invoice jobs. Multiple automatic invoice rules can be added per job description template.
Booking Portal
If using the website booking portal, you can configure how many days ahead the system considers for route optimization and appointment availability.
- How many days after the current date do you want to show appointments for: Enter the required number of days.
- Engineers to be used for scheduling: Choose either All engineers with given skills or Select engineers, ensuring all required engineers are selected.
Note:
These settings apply only to the website booking portal. They are not used for bookings via Suggested appointments, Service reminder portal, or Work address booking portal. If more than one skill is selected in the default values, only engineers with all skills will be shown.
Clone a Job Description Template
➡️ Clone > Type 'Clone' > Clone
Edit a Job Description Template
➡️ Edit > Amend the changes > Save
Delete or Archive a Job Description Template
➡️ Delete: If the job description has not been used > Type 'delete' > Delete.
➡️ Archive: If the job description has been used > Type 'archive' > Archive.
Notes:
- A job description can only be deleted if it hasn’t been used in Commusoft.
- Once used, the job description must be archived.
- Both Delete and Archive are permanent actions and cannot be undone.