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Creating a New Job from the Schedule

How to create, schedule, and assign a new job directly from the main Schedule tab. This method is ideal for booking jobs while viewing the team's availability on the calendar.

Accessing the New Schedule Form

  1. Navigate to the Schedule Tab: From the main menu on the left, ensure you have the Schedule tab selected. This will display the calendar.
  2. Open New Schedule: In the top-right corner of the screen, locate the + New Schedule button (to the right of the "Daily," "Weekly," and "Monthly" view options). Click on it.
  3. This will open the Create New Schedule pop-up window, where you will enter all the job details.

Completing the New Schedule Form

Fill out the form field by field as detailed below.

  1. Add Customer: Click into the 'Customer' field to search for an existing customer. Select the correct one from the list (e.g. "New Customer Sophie Team").
  2. Select Job Type: Click the 'Job Type' field and select the type of work to be performed from the pre-defined list (e.g., "Blocked Drain").  This list is created from your inputed services in your Train Sophiie.
  3. Add Job Address: The 'Job Address' may be pre-filled based on the customer.  If not, select the correct address from the dropdown list.  Or begin typing the address into the address field and then select from the dropdown of options provided.
  4. Assign a Team Member: Click the + Add Member button. A list of available team members will appear. Find the team member you want to assign and click the + Assign button next to their name. The button will change to "✓ Assigned".
  5. Pick a Start Date: Click the 'Pick a date' under the Start label. A calendar will appear. Select the desired date for the job (e.g., Friday, September 19, 2025).
  6. Pick a Start Time: Click the 'Start' time field. A dropdown list of times will appear. Scroll and select the job's start time (e.g., 10:00 AM).
  7. Pick an End Date: Click the 'Pick a date' under the End label. A calendar will appear. Select the desired date for the job (e.g., Friday, September 19, 2025).
  8. Pick an End Time: Click the 'End' time field and select the job's scheduled end time from the list (e.g., 1:00 PM).

Adding the Job Summary

This section is where you describe the work to be done. You can write a simple summary and use the AI-powered 'regenerate summary' feature to create a detailed, professional job description for your team.

  1. Write a Basic Summary: In the 'Job Summary' text box, type a simple set of instructions.
    • Example: "Unblock this cafe's grease trap"
  2. Regenerate Summary: Click the Regenerate summary text located just below the text box.
  3. Review Generated Summary: The system will automatically expand your simple notes into a structured and detailed summary. This ensures clarity and provides all necessary information, such as:
    • Equipment Needed: (e.g., Grease trap cleaner, high-pressure water jet, etc.)
    • Safety Measures: (e.g., Ensure all personnel are wearing appropriate PPE, place caution signage, etc.)
    • Special Instructions: (e.g., Before starting, check for the nearest access point, make sure to turn off equipment, etc.)

Add Notes for the Job

  1. Write some Basic Notes: In the 'Notes' text box, type a simple set of instructions.
    • Example: "Purchased some light switches for the job, receipt gathered"
  2. Regenerate notes: Click the Regenerate notes text located just below the text box.
  3. Review Generated notes: The system will automatically expand your simple notes into a structured and detailed summary.

Upload Photo's for the Job

  1. Click inside the box to upload or drag and drop up to 4 files to add to the Job details. Image requirements are a maximum of 2 MB each.  Anything larger will not upload.

Setting the Job Status

  1. At the very top of the pop-up window, click the Status dropdown menu (which defaults to "Pending").
  2. Select from the dropdown the status the Job is in such as Pending, Confirmed, In Progress, Complete, Cancelled.

Saving the Job

  1. Save Changes: Once all fields are completed and the status is set, click the blue Save changes button at the bottom of the window.
  2. Verify on Calendar: The pop-up window will close, and you will be returned to the Schedule. The new job will now appear as a block on the calendar on the date and for the team member you assigned. You can click this block to see a quick overview of the job details (Job ID, Status, Time, Address, and Team Member).