What is a Job in Loc8?
In Loc8, a job wraps up all of the important details you need to complete a work or service request from a customer:
- Who wants the service - the customer name
- Where should the service be provided - the customer location
- What work needs to be done - the job subject and description
- Who should do the job - the assigned technicians
- Break down the job into sizeable parts - the added tasks
- When should it be started and when should it be completed - the scheduled appointment
- Any work that has been logged - Tasks, labour logs, inventory and expenses
Each job will set the customer request into action by sending out instant notifications, followed by coordination between office and field staff, and recording the real-time job status until it is satisfactorily completed.
Types of Jobs
It is up to you how you use the different job types in Loc8, however our customers typically use them as follows:
A generic job type that is created per customer, and used when a customer has requested specific works or services to be performed for them. Works or services could include installations, maintenance or repairs, however you can use it for anything you wish.
An audit is a specific job type that is created per customer, and is typically used when you are starting a new contract or engagement with a customer and you want to review and record their sites and assets. Audits are also used when your job is to ensure the customer's facilities or assets comply with certain set of standards, by checking if they have been regularly maintained and recommend necessary changes.
An inspection is a specific job type that is created per customer, and is typically used when your job is to review the work that someone else has performed. Inspections are also performed as a preventative measure to closely examine the operation of the customer's facilities or assets on a regular basis to act preemptively before the damage or failure occurs.
A job is typically comprised of the following:
Location & Site
The two terms may seem to imply the same thing and are often used interchangeably, but while defining a job you'll find that:
Location allows you to pinpoint a place on a map where the technician must go to complete the job, whereas, Site refers to a specific customer property that may include a number of buildings or assets. Each customer may have multiple sites.
This means, your customer is linked to a Site, which it owns or may have assets at, and that Site is identified on the map using Location.
A convenient time slot scheduled against a job that suits the customer for the works to be performed.
The assigned technicians are notified about their appointments in the calendar in Loc8 Mobile app and via email if notifications are enabled.
Allows you to set the date and time when a job must be started. Appointments should be scheduled after the Start by time or anytime before the Due by time.
Allows you to set the date and time by when the job must be completed.
Appointments should be scheduled before the Due by time but not later than that.
Allows you to enter a generic reference number that's used to identify this job.
While entering the Customer details in a Job
The terms you may want to know more about are given below:
Allows you to specify the name of the customer, which could be either an individual or a company or other business.
Allows you to provide the name of the user who is supervising and managing the progress of a particular job, but does not complete the work by themselves.
Allows you to specify the person who has requested for service. The person could be either the customer's employee or one of your staff who has placed the request on behalf of the customer.
Allows you to indicate an additional customer contact, who could be contacted if the customer is not available or is not the primary point of contact.
In addition to the Customer and Alternate contact, which is entered on the job itself, you may also add a specific contact to each customer site. This person would normally be the primary contact at that site.
Lifecycle of a Job
After a job has been created, it goes through a progressive path to completion and sign-off. In some situations, a job may have to be put on hold or cancelled.
By knowing how the job statuses change, you can decisively move the job to the next status or push it back to the previous status in its cycle:
Main Status Flow
Job is created on receiving customer request.
As soon as the job is created, the status automatically changes to Open.
Job is ready to be scheduled and assigned to the technicians.
When the assigned technician accepts the job through the Loc8 Mobile app and taps on DRIVE TO SITE, the status automatically changes to En Route.
3 En Route
Technician is driving to the customer location.
When the technician reaches the site and taps on CHECK IN, the status automatically changes to On Site.
4 On Site
Technician has reached the site and is currently working on the tasks.
When the tasks are complete, the technician taps CHECK OUT.
5 Checked Out
If the technician has completed some tasks, but intends to return to complete the remainder, they then tap CHECK OUT FOR NOW.
If the technician has completed all of their tasks, they select I have completed all my tasks, and then tap END MY WORK. The technician may then change the job status to Completed. The Job is done. Now it is ready to be financially settled with the customer.
Special case: If any other job replaces or supersedes this particular job, you may choose to Cancel it.
Job has been signed off and paid. You can change the status from Completed to Closed to keep the job queue uncluttered.
If required, you can reopen it later when you receive the same request from the customer.
8 On Hold
Job is waiting for related activities to complete or meet certain conditions.
In a good scenario, it can be reopened to follow the normal lifecycle else it may have to be Cancelled.
Jobs could be cancelled due to unsatisfactory conditions observed during Open, On Hold or Completed status. It could also be possible that another job has replaced the current job, as a result, outdating it.