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.

Job actions are gated by granular permissions (such as jobs.view, jobs.view_own, jobs.create, jobs.edit, jobs.delete, jobs.complete, and invoicing.create), so what a given user sees in the interface depends on the permissions assigned to their group. If a button or page described here is not visible to you, your group may not have that permission.

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, City, and Postcode — the location where the work will be carried out, entered as separate fields. 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.

Move a job through its workflow using the action buttons on the job detail page — only valid next steps are shown (for example, Complete is only available once a job is In Progress).

Viewing and Filtering Jobs

The Jobs page shows all of your jobs in a list. You can narrow the list using the filters at the top of the page:

• Status — show only pending, scheduled, in-progress, completed, or cancelled jobs.
• Assignee — show only jobs assigned to a particular team member.
• Date range — restrict the list to jobs scheduled within a specific window.

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 time worked on the job, recorded in minutes and tracked separately from charges.
• Parts — any parts or materials used, with their costs.
• Consumables — smaller items such as fittings, sealant, or fixings.
• Other charges — any additional costs that do not fit the other categories.

These entries 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 and click Reschedule. Rescheduling is a dedicated flow that asks for a new date and time along with a reason for the change. The reason is recorded as a note on the job, and the job's reschedule count is incremented so you have a clear history of how often it has been moved.

Recurring Jobs

For work that repeats on a regular basis — such as maintenance contracts, cleaning schedules, or periodic inspections — recurring work is set up in a separate area called Scheduled Jobs, available from the sidebar.

Setting Up a Schedule

In Scheduled Jobs, you define a job template (title, customer, description, address, assignment, and so on) together with a schedule 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 Scheduled Jobs Work

Upcoming job instances are pre-spawned from the schedule template whenever you create, edit, or resume a scheduled job. Completing one of those job instances does not generate the next one on the fly — the next instances already exist on your calendar and job list, ready to be worked.

Skipping an Occurrence

If a particular upcoming instance is not needed — for example, the customer is away that week — you can Skip Occurrence on that instance. The skip applies only to that one occurrence; the schedule itself continues as normal.

Pausing and Resuming a Schedule

If you need to halt a recurring schedule temporarily, use Pause on the scheduled job. No new instances will be spawned while the schedule is paused. When you are ready to start again, click Resume and the system will populate the upcoming instances once more.

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 (parts, consumables, other) you recorded during completion. You can review and adjust the invoice before saving it.

Completed Jobs

A dedicated Completed Jobs page in the sidebar gives you a focused view of finished work, separate from the main Jobs list. Use it to review recently completed jobs, check what has been invoiced, and follow up on any outstanding paperwork.

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.