Managing jobs in JobHippo is super easy. This article will step you through the process of creating, assigning and managing jobs in your JobHippo system. If you haven't yet looked at the Quick Start guide, here's a link. This will help you with some of the preliminary setup items you may want to configure before you create your first job.

Firstly, let's take a look at the jobs Main view. Clicking on any of the job rows will open up the Job mini-inspector, double clicking on any job row will open up the full Job inspector. TIP: Clicking the blue arrow to the left of the job subject in the mini-inspector will also open the full job inspector.

To create a Quick View, firstly apply the filters and columns that you want in the main view. Once you have done so, a + Create view option will now appear in the Quick View area.
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You can then click on that and give your Quick View a name. You can also optionally set it as your default view so that will always display when you click on the Jobs area. Sharing this view will make it visible to all other users of the system.

To see more Quick Views, you can click on the arrow next to the bottom Quick View and it will open up the list of available Quick Views. Here, you can also edit your favourites (maximum of 8).

To do this, just click the Edit option against one of the favourited options, then select or deselect "Add to my favourites". TIP: By default, JobHippo will have the standard views set as Favourite. If this is your first time setting up Quickviews, you will need to unfavourite the standard view(s) first.

Switching over to the Maps view can make it easier to visualise your jobs on Google Maps. This view will use the same filters that you have applied at the list view to make it easier to click between the different display modes.

Any jobs that match your filters will display in the panel on the right. Clicking on the Job ID (Blue hyperlink) will open the mini-inspector for that job:

From here you can assign and manage the jobs without having to click back to the list view. TIP: Clicking the blue arrow to the left of the job subject will open the full job inspector.

This view is very useful for scheduling jobs in a calendar format. You will see your list of assignable users on the left hand side and the ability to toggle between Daily, Work week, Calendar week and Monthly views on the top right hand side.

Creating a new job is super easy. Simply click the Create button in the top right hand corner of any of the Job Displays to launch the Job creation wizard. TIP: If you have created custom Job Types, click the arrow next to the create button to select the job type you want to create.

The job create wizard will step you through the job create process. Any fields marked with a red asterisk (*) indicates a required field. You can select from existing customers that you have previously created and their locations or you can create new ones simply by clicking into the Customer field and selecting "New item".

In the below example, Cody Heatherington Electrical is sending out a technician to install a new power point for their customer, Joe Citizen. They will be charging for "Activities" and "Labour", as can be seen under the financials tab. This can be easily changed simply by clicking the arrow in the tab, and you can create new ones.

For this job, Cody will be adding an "Activity". An activity is a task or action that can be completed on the job. This is commonly used if there are fixed charge items on jobs or if certain information needs to be captured on a job. To do this, simply click on the "Create activities" button in the activities tab:

Once you've clicked that, a prompt will pop up that will allow you to create an activity. Any previously created activities that you have added or created in the activity library will be selectable. Please click here for more details on how to access your activity library.

You can also choose to see your activities in a minimal view (handy if you have a lot of activities on a job), or in the expanded view by clicking on the settings icon at the top of the activities area:

You can add attachments to a job at anytime, not just while creating a job. To do this, simply click on the files tab and the + File icon. You can upload most file formats and up to 18MB in size per attachment. There is no limit to the number of attachments you can add.

Once you have added the file, you can then add tags by clicking on the tags column against the file. This is useful if you want to be able to categorise your attachments to make it easier to identify when reviewing the jobs.

You're now ready to click Create on your first job!

Now that you have created your job, you have access to Scheduling, visits and some other post job creation functionality.

In this example. the customer has requested a visit on the following Monday. We can do this simply by scheduling a visit and then assigning a user to it. First step is clicking on "Schedule a visit" in the visits section:
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Once you've done that, you can add a date and time into the start/end fields. The description is optional, but it can be useful to add any additional information that may be useful to the attending assignee.

Once you've filled out all those details, click modify and assign a user to this visit.

You can now Schedule this visit and it will automatically dispatch the job to the assignee's JobHippo mobile app! Tip: You can schedule more than one visit on a job. Simply repeat the process above if your job requires more than one attendance.

You can easily schedule your visits via the Agenda view. To do this, simply click into the Agenda view and you will see your list of "Unscheduled Jobs" by clicking on the pop out button:

That will display a list of jobs that do not have any visits scheduled. You can then simply drag the job into the calendar against the Assignee that you want assigned to the visit. TIP: Use the 6 dots to easily drag the job.

By default, all visits will be scheduled in at one hour, but you can adjust the duration by adjusting the visit inside the calendar:

If you want to create more than one visit for the job, you can do that by following the instructions above for scheduling a visit from the job. You can also drag and drop already scheduled visits between assignees after they have been scheduled.

You can also assign a user to a job without a visit. This is useful for jobs that either don't require physical attendance, or perhaps can be done at any time without a fixed window. To do this, you can use the "Assign" action at the top of the job. Tip: Any job level assignees will be automatically assigned to visits unless removed or changed.

Now that you have created a job and have scheduled a visit or assigned a user, here are some extra features that you can now use.

You can change the job status by clicking on the status icon (currently set to Open). This will allow you to manage your job lifecycle to see how your jobs are progressing. You can create your own statuses in the settings area. Changing job statuses may trigger notifications to customers or users, which you can manage here.

You can also share your job by clicking on the share icon and filling in the receiver's details. They will receive an email with a link to the job. You can also add an attachment here (could be a job plan, quote or simply images of the items you're supplying).

You can add comments on a job at any time by clicking on the message icon. These comments will be visible to anyone who has access to this job including assignees.

Once your comment has been added, you can view them in the messages tab.

You can view the history of changes on jobs by clicking on the History tab. This will give you date and timestamped entries for all major field and entity changes in jobs.

Once the job has been created, you can now add/edit Travel time, on-site time, expenses and inventory. This will also be available to assignees to add their work logs on the mobile app.

Inventory can either be created when you're adding the items, or can be pre-loaded into the Inventory Library.
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Once your team have completed the activities on the job and/or added their work logs, you can now invoice the job so you can get paid. To do this, simply click the invoice button once the activities are completed. NOTE: If you have integrations with a finance system turned on, this may trigger different workflows.

This will automatically create an invoice with the chargeable line items added to the invoice. This will include Activities and Work Logs (travel time and on-site time).

You can optionally skip sending the invoice and change it straight to "Pending payment" by clicking on the status button.

Once an invoice has been changed to Pending Payment or Paid, you can no longer edit any of the line items unless you click on "Revise". This is to prevent accidental changes once the invoice has been sent.

And that's it! You've created, completed and invoiced your job in JobHippo!