Job Management

Overview

Jobs are at the heart of CallOut WMS. A job represents a piece of work you need to carry out for a customer — whether it is a one-off repair, a scheduled service, or a recurring maintenance visit. This page explains how to create, manage, and complete jobs.

Creating a Job

To create a new job, click Jobs in the sidebar and then click New Job. Fill in the following details:

• Title — a short name for the job, e.g. "Fix leaking tap" or "Annual boiler service".
• Customer — select the customer this job is for. If the customer does not exist yet, you can add them from the Customers page first.
• Description — a fuller explanation of the work required. Include any details your team will need on site.
• Address — the location where the work will be carried out. This can differ from the customer's main address.
• Scheduled date and time — when the job is planned to take place.
• Priority — set the urgency level to help you and your team prioritise workloads.
• Estimated duration — how long you expect the job to take.
• Assigned to — the team member responsible for carrying out the work.

Click Save to create the job. It will appear in your job list and on the calendar.

Job Statuses

Every job moves through a series of statuses that reflect its progress:

• Pending — the job has been created but not yet scheduled or confirmed.
• Scheduled — the job has a confirmed date and time and is ready to go.
• In Progress — work has started on the job.
• Completed — the work is finished.
• Cancelled — the job has been cancelled and will not be carried out.

You can update the status of a job at any time from the job detail page.

Viewing and Filtering Jobs

The Jobs page shows all of your jobs in a list. You can:

• Search by job title or customer name to find a specific job quickly.
• Filter by status to see only pending, scheduled, in-progress, or completed jobs.
• Sort by date, priority, or customer to organise the list the way that suits you.

Editing a Job

Open any job and click Edit to update its details. You can change the title, description, address, schedule, priority, assignment, or any other field. Changes are saved immediately when you click Save.

Adding Notes to a Job

While on site or after a visit, you can add notes to a job to keep a record of what happened. Notes are useful for:

• Recording observations or issues found during the visit.
• Leaving instructions for a follow-up visit.
• Communicating updates to other team members.

To add a note, open the job and use the Notes section. Each note is timestamped so you have a clear history.

Completing a Job

When the work is finished, mark the job as Completed. During completion you can record:

• Time spent — the actual hours worked on the job.
• Labour charges — the cost of the work performed.
• Parts — any parts or materials used, with their costs.
• Consumables — smaller items such as fittings, sealant, or fixings.

These charges form the basis for invoicing and give you accurate records for reporting.

Rescheduling a Job

If a job needs to be moved to a different date or time, open the job, click Edit, and update the scheduled date and time. The calendar will update automatically to reflect the new schedule.

Recurring Jobs

For work that repeats on a regular basis — such as maintenance contracts, cleaning schedules, or periodic inspections — you can set up recurring jobs.

Setting Up Recurrence

When creating or editing a job, choose a recurrence pattern:

• Weekly — the job repeats every week.
• Fortnightly — the job repeats every two weeks.
• Monthly — the job repeats once a month.
• Quarterly — the job repeats every three months.

How Recurring Jobs Work

When you complete a recurring job, the system automatically creates the next job in the series. The new job copies the details from the completed one — including the title, customer, description, address, and assignment — and schedules it at the appropriate future date based on the recurrence pattern.

Creating an Invoice from a Job

Once a job is completed, you can generate an invoice directly from it. Open the completed job and click Create Invoice. The invoice will be pre-filled with the customer details and any charges (labour, parts, consumables) you recorded during completion. You can review and adjust the invoice before saving it.

Deleting a Job

If a job was created in error, you can delete it from the job detail page. Click Delete and confirm the action. Deleted jobs cannot be recovered.