Inside a job: the record, updates and history

Click any job's title to open its record (on a phone, tap anywhere on the row). On a desktop it is a two-pane view — the job's data on the left, its life on the right — so you can read the record and the conversation about it together. On a phone the panes can't sit side by side, so the record becomes the first tab, Record.

The header

The job's title, its status and a subtitle naming the workstream (and, where it has one, the job's first short text field — usually the reference people know it by). Beside them:

• a copy button that puts the job number on your clipboard;
• Edit job, which opens the full form;
• More actions — Copy job title, Fill a form and Request authorisation.

The record pane

Under Job record, everything about the job, editable in place:

• Status — tap the pill to change it.
• Client — tap to reassign it, or set No client.
• Client PO — always shown, empty or not. Tap to set Their order number: "Every invoice built from this job's measures quotes it as "Your ref"."
• Site — tap to open Where is this job? and choose a site or type an address.
• Scheduled and Team — read-only, from published shifts and route allocations (Not scheduled, Nobody scheduled until there are some).
• Assignee — the office owner of the job, with their photo. Tap to hand it to someone else or set Unassigned. This is not the same as Team: see Jobs, workstreams and statuses.
• Costs — when you open the job from the Jobs list: what it has spent, what is committed on orders, what has been invoiced and the margin. See What a job has spent, committed and invoiced.
• {Workstream} fields — every custom field for the job's workstream, in the workstream's own order. Checkboxes tick inline, dropdowns and links open small menus, files show as chips you can open, add or remove, and text, number and date open a quick editor. Multi-line text shows all its lines.

Every edit saves straight away and refreshes the record in place.

The job's current Notes aren't in the record pane. Edit them from the Notes column in the Jobs table (Notes — {title}, up to 2,000 characters).

The Authorisations and Forms cards

Above the tabs, two cards keep compliance in view without blocking the work:

• Authorisations — pills for expired, expiring, active and awaiting permits on this job, and a Request button. When the work requires permits the job hasn't got, the card leads with "Cannot start: {type} ({reason})" for types that stop the work, and "Still needed: …" for types that only warn. See Authorisations and permits.
• Forms — how many forms were submitted, failed or are awaiting review. With nothing filed yet it reads Required forms — "Check and complete forms for this job." View forms opens the Forms tab.

The tabs

Updates — the job's conversation. Anyone who manages jobs can post, and so can field staff with a published, unfinished assignment on the job, so site notes land on the record. An update runs to 2,000 characters and can carry up to 10 files — use Attach a file or Attach a photo beside the box, then Post update.

Type @ to mention someone: the picker offers the office people who manage jobs and the job's published crew. The person named is told "You were mentioned in an update". Each update's menu has Copy text, and Delete update on your own.

Evidence — photos and files captured directly on the job, plus linked form, inspection and issue evidence, subject to your access. It also shows the job's evidence requirements before completion. See Job evidence and completion requirements.

Forms — submissions filed against this job, newest first, with the form, who submitted it, when and the outcome. Open a row to read the submission over the job; closing it brings you back. Review controls follow your Forms permissions, and confidential responses stay protected. Fill a form starts a new one on this job for you to fill in yourself; it isn't sent to the crew. To have someone fill a form in, see Giving a form to someone to fill in in Scheduling and filling in forms. Refresh forms reloads the list.

Visits — every visit to this job, one row per visit, as the schedule shows it. A row has the crew on one line, the visit's status (the same as on the schedule: Works complete, Further works, Outcome needed and so on), its date and times, when the crew clocked in and out, how many have confirmed, and what the visit left to do. Tap a row to open the visit, the same view as See visit on the schedule: attendance, the outcome and what the crew filed, with Record outcome or Change. See Finding your way around the Schedule.

On a route job, each route the job was scheduled on is listed too: the route's title and window, the job's crew and their clock times. A route row has no outcome, because a route reports through its statuses. Tap it to see the route, read-only: its statuses are set from the route in Schedule. A route job with no visits yet reads "No visits yet. Route jobs are scheduled on a route in Schedule, or add a visit here."

Add visit books a visit without leaving the job: choose Who is going (as many people as you need), then Choose date and time, which opens the schedule's Date & time, so a visit can run overnight. Switch on Repeat there to book the same visit on several dates; the dates are checked first, as on the schedule. See Creating shifts: from draft to published. A visit goes on the schedule as a draft, and so does every repeat. Publish them from Schedule to tell the crew. Each repeat is its own row on Visits, with the repeat mark and, for example, shift 2 of 5.

Activity — the automatic audit trail: created this job, changed status from Planned to Completed, added a comment, marked their assignment complete, and so on. Nothing here can be edited; it is your evidence of who did what, and when.

Equipment — Attach kit builds the job's equipment list from your kits, with quantities rolled up.

Good to know

• Files in file fields open through short-lived secure links, and uploads follow the limits of 15 files per field and 25 MB per file.
• What field staff see of this record is decided by each field's Show to field staff switch, so commercial detail stays in the office by default.
• Mentioning someone puts the message on the record and in front of them. Use Chat for a conversation that doesn't belong on the job.