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Health & Safety

The Job Tracking system Health & Safety integration consists of two parts, firstly a Health & Safety checklist to be completed on jobs, but also the ability to report incidents.

Firstly, make sure you have enabled the Health & Safety system parameter in the System settings (see below).

This will allow you to access the Health & Safety Settings section from the System settings page (see below).
Once in the Health & Safety Settings section, you will see two lists, a Health & Safety Checklists and Health & Safety Incident forms.
New lists and forms can be added by using the [add checklist] action, existing lists/forms can be modified by clicking on the list/form you wish to change.
For a Checklist or Incident form, you can add as many questions as you like. Please keep in mind the usability for your staff to complete these checks/forms.
On each job you can select what Checklist applies to the Job, this allows you to create Job type specific Checklists, rather than having one long checklist with many questions that are not applicable.
An example is given below of a checklist.
Checklists and Incident forms consists of a unique name, list type and an (unlimited) number of questions.
For each question, there is the question itself, the type, options, whether an answer is required and a group.
The following question types can be added:
  • [CHECK]
    This gives you the OK, ACTION and N/A options. When ACTION is chosen, an action needs to be entered.
  • [CHOICE]
    This allows you to enter your own options to choose from.
  • [TEXT]
    This allows to enter a single text line.
  • [COMMENT]
    Using this allows for entering a multi-line comment.

By assigning a group name to questions, you will be able to group question to make going through the questions easier.

Job Health & Safety checklist selection & completion

Once you heave created (a number of) checklists, you can use them to assign to a Job, depending on Job type and whether it is required for the job.

Please note that completing Health & Safety check lists and Incident forms are only available on Mobile access.
Once a Health & Safety checklist has been assigned to a Job, field staff can you their mobile device to access the Job details and complete the checklist.
Completing a checklist on the mobile device has been made very easy to use.
Next to the questions from the checklist, the system will also require a signature to approve the completion of the checklist.
Once the checklist is completed, a PDF document will be created and linked to the selected Job. The PDF document includes the date of completion as well as the name of the person completing the checklist (the user who is logged in to the system).

Easier navigation

As a frequent user of our Job Tracking system ourselves, we noticed that we had to scroll to the bottom of the page quite regularly in order to select the required action at the bottom of the section.

Now we have come up with an easier way to navigate the system and access the sections and actions without having to scroll down the page all the time.

side-bars

As you can see in the image below, we have added two side bars, one on the left (to access the different sections of the system) and on on the right (holding all relevant actions for the active section).

The new side-bars also offers you the ability to choose what section you want to open after logging in. Up until now, an empty job card was loaded, but for some it might be easier to get a list of all outstanding jobs, or the timesheet.

walk-through assistant

Another really handy tool we have added is the walk-through assistant. Using the drop-down you can select what walk-through you wish to complete and the system will take you by the hand, going through each required step.
We will be adding more walk-throughs as we go, bu if you are eager to see specific walk-through, please get in touch with us and we will prioritise your choice.

enabling the side-bars

The side-bars are not enabled by default for existing users, if you wish to enable the side-bars, please follow the following steps.
  • Open the system settings using the little gear icon at the right-bottom. (this is only available if you have the user rights to do so, please contact your system administrator to enable the side-bars)
  • Scroll down to the Application parameter Sidebars and select either YES or enter a 1 (one).
  • The save the settings, and the side-bars will appear.

 

Job quoting

Job Quote

Job Cards can be marked as a quote, in which case the system will take all the costing items recorded on the Job Card to be printed as a Quote. You can also manually enter a quoted amount in case the quoting is done using a separate system.

When the quote has been approved, simply change the Quote Job card into a normal job (remove the Quote tick) and process the Job Card as per normal.

If a Job Card is marked as a quote, the Job Card print function will print a quote rather than a Job Sheet.

Employee management

Please note, this only applies to the MULTI USER subscription.

From the start screen, open the system management area (gear icon at right-bottom).

At the very bottom of the management area you will be able to open the action ‘EMPLOYEES’.

A list of all available employees will be presented with the ability to ‘ADD’ employees.

For a new employee, choose a username and fill out the remaining information as required.

Please note that the password of the user will be the same as their username.

The user can change that later through their own account.

If a list of users is shown, simply click on ‘EDIT’ next to the user’s details to edit the user.

The ‘DELETE’ option allows an employee to be removed, but be aware that this can not be undone!

Sub jobs and tasks

Sub jobs (or tasks as some might call them) are especially useful for the larger jobs and can be used in different ways. One way is to split a job in different progress jobs and invoice accordingly. Or you could use it to sub-divide a job into different tasks and assign these to individual employees.

Using sub-jobs is easy and offers all functionality of a regular job

Repeat Jobs

Here’s a valuable addition to our Job Card Tracking system (V2.7.7) made available to paying customers only.

Repeat jobs; that’s easy money and it is now even easier to remember and create those jobs.

Simply add the repeat period on the Job and you will be sure to get a reminder once it is due to be repeated.

The notification will appear as soon as you have logged on to the system and with a single click you have created the repeat Job including client, Job location and details.

Inventory management

Separate from the Job Card, an inventory can be recorded that can then again be used for job costing calculations. When using the newest mobile (web) app, the field engineers can also record the used materials while on the job.

When using Xero, Sage Pastel or another on-line accounting integration, the inventory items can be retrieved from the accounting system, saving a lot of data entry.

Please see our inventory management video tutorial for more information on how to organise your inventory.

Process workflow

Our Job Tracking software is a very easy system to operate. It simply follows the steps you already do when it comes dealing with your day to day business, so there is nothing new to learn.

  1. Entering a new job

    After logging into the system you will directly be presented with the Job Card entry screen which allows you to enter a job straight away.

    • Selecting a client

      Using a drop-down you can select an existing client which will populate all the client’s details in the appropriate fields.
      For new clients simply enter the new client’s details.
      With the Xero and Sage Pastel integration you can also retrieve all clients from the Accounting software.

    • Entering job details

      Enter the date and time of when the job needs to happen. Using the Google Calendar integration, the job planning can be added as appointments in your Google Calendar.
      A part of the Job details is the location of the job. You can simply copy the client’s details using the ‘copy from client’ link.
      Now enter what needs to be done in the Job description.

    • Assigning an employee

      By default the current logged in user will be assigned to the Job.
      For the MULTI USER subscription you will have the ability to select any of your added employees to the Job.

    • Quoting

      The system allows you to create a Job Card as a quote, which can changed into an actual Job once the quote is accepted.
      See Job quoting for more information.

  2. Doing the hard work

    This is something we can not help you with other then making it easier for you to keep track of time spent and recording materials used on the job.
    Sorry, the actual work is still something you have to do yourself, but here is what can help you.

    • The job report

      Our mobile (web) app (MOBILE ACCESS subscription) makes it really easy for you (or your employees) to write a quick report about what has been done on the job, issues or any other relevant information.

    • Recording time

      Again, using the mobile (web) app will allow you to easily start a timer when you start the job and stop the timer once done. Alternatively, you can quickly enter the number of hours spent on the job for that day.
      However, a more sophisticated time-sheet is available on the normal system that allows the user to select an employee and a week to enter hours per day spent on jobs for that week.
      Times recorded on the mobile (web) app will also automatically be transferred to the time-sheets.

    • Used materials

      Materials used on the job can be entered using the mobile (web) app or be directly entered on the job costing using the normal system.
      The system uses an inventory list to keep track of costs and sale prices for materials to be used for invoicing. Next to that it will also keep track of any stock (if applicable).

    • Adding a photo

      Using the mobile (web) app allows you to quickly take a photo and add it to a job; this is especially useful to show what issues you might have faced or just show the result of a day’s work.

    • Job sign-off

      For some jobs you require a client’s signature as confirmation that the job has been completed to their satisfactory. Instead of using a piece of paper you can use the mobile (web) app to sign off the job on your mobile device. The signature will automatically be added to the job card and made visible on both the normal system and the mobile (web) app.

    • Job completed

      Now that all the hard work is done, you can mark the job as completed. This allows for further processing of the job (for example completing job costing and invoicing). This can also be done using the mobile (web) app.

  3. Finalising and closing

    Once you’ve recovered from all the hard work you are ready to finalise and close the job. Luckily, you have kept track of all the time and materials spent on the job so you don’t have to keep guessing but have a clear picture.

    • Time-sheets

      The work time of all employees can be managed using the system’s time-sheet. In order to finalise a job, make sure that all the times spent on the job by all employees are recorded correctly.
      The time-sheet entry also allows you to mark entries as non-billable, for example when it concerns a job under warranty. more…

    • Job costing

      The job costing will give an overview of all the materials spent on the job. All time-sheet entries for that job will also be transferred to costing entries.
      You can also mark job costing entries as non-billable so they will not be invoiced. This allows for a better job costing analysis.

    • Adding documents

      You can add any type of file to a job card (fair use policy) in order to keep all related documentation with a job for later reference.

    • Invoicing

      Once all job costs are accounted for, the system can create the invoice for you and export that to different accounting software packages.
      See Accounts integration for more information.