Adding a new job, to the Passport365 system is straightforward. You can either use a pre-defined job template or start an ad-hoc, one-off job for a customer.
You can even use saved site addresses by customer to make the process even faster.
From the main dashboard you will need to ensure that you have selected the 'Jobs' tab and then select the 'Add Job' button.
From this selection you will be presented with three sub-pages in which you can define the customer, job description, site address and job duration as well as assign the job to a member of your field staff.
You will also attribute costs to the jobs as well as any notes and files.
The sub-menu is split into three categories:
Files & Notes
You must first define the customer to whom the job relates. You can either select an existing customer from the drop-down menu or add a new customer 'on-the-fly' using the quick define feature. In this example, we are going to add a new customer
Selecting the 'Add new customer' button, a pop-up window will prompt for the basic customer details, including an option to make the site address the same as the correspondence address.
Select 'Add Customer' to save the record to the main customer database. This will ensure that you can use this customer again, even if the job is a one-off at this stage.
Once you have saved the customer you will need to give your job a name. This can be a free text description of the job or you can select a job that you have already defined (see 'Using Job Templates' for more information). This will populate information in the new job based on the information you have already designated.
In this example, we are going to add a brand-new job for which we don't already have a template set up.
Under the name of the job, you can select a job status to indicate the job progress (see 'Setting up Job Statuses' for further details) as well as mark whether a job is Low, Normal or Urgent priority.
Once you have selected the relevant status and priority you can provide a more detailed description of the job in the free text field marked, 'Job Description and provide an indication of the total duration of the works in either hours, minutes or days.
Once the job has been described you will be able to update any custom fields that you have defined to appear on any job. This could be a purchase order, details of cash payments to be collected etc. (see 'Setting up Custom Fields' for further help).
Below you will find a screen shot of the custom fields that we have set up for use with our test database so these will differ from those you have defined (if you have defined any).
Below the custom fields you can determine the site location to which the job relates. This can be different to the main customer address or (if you ticked the 'Also make site address' when adding a new customer) you can select the same address from the drop-down menu.
If your customer has multiple site locations then these will pre-populated on this drop-down menu making selecting the right site faster.
Finally, you are then presented with an option to allocate the job to a field worker (see 'Assigning & Scheduling a Job' for further help on this).
Don't forget to select 'Save' before navigating away from this screen.
The second selection from the menu allows you to add cost items to your charge that will make raising an invoice on the completed works a simple process.
Select the 'Cost Items' option from the sub-menu in the left-hand menu pane.
From this menu you can add as many items as you need to build up the chargeable components of your job.
Note: when you use a job template, the standard costs are already pre-selected for you but you can add additional elements as well as edit the completed fields.
Fill out the fields that are relevant to each item of the job including a description, cost and charging type. Remember to select 'Save' before navigating away from this window.
Files & Notes
Select 'Files & Notes' from the left-hand menu pane to attach notes and files.
Note can be made internal only by selecting the radial check box. This will ensure that the note is not viewed by any user designated with 'Field Worker' only status.
You can add a free text note by typing in the 'Add new note' box or upload a file by selecting the 'Add files' button.
Once you have finished adding additional files and notes then select 'Done' to save your changes.