Menard Andres

How to Create a Job

Applies to: JobPilot Desktop (Web) · Available on all plans · Requires Create Jobs permission

A job is the central record in JobPilot. Everything else (quotes, scheduling, forms, photos, materials and invoices) attaches to a job. This article walks you through creating a job from scratch, assigning it to a staff member, and sending the booking confirmation to your client.

Before you start

• A JobPilot account with the Create Jobs permission (Admin, Office Manager and Scheduler have this by default).
• At least one staff member under Settings → Staff, if you want to assign the job immediately.
• Your job categories set up. Categories drive your reporting later, so it's worth doing first.

Step 1. Create the job

1. From any screen in JobPilot, click the + New button in the top navigation bar.
2. Select Job from the dropdown menu.

The New Job window opens with an automatically generated job number (for example, JOB-1042). Job numbers are sequential and can't be edited.

Step 2. Add the client and site address

1. In the Client field, start typing the client's name. JobPilot searches your existing client list as you type.
2. Select the matching client from the dropdown. If they don't exist yet, click + Create new client, enter their name, phone and email, then Save client.
3. Check the Site address. If the work is happening somewhere else, such as a second property, a rental or a commercial site, click Change and enter the correct address.

Step 3. Describe the work

Enter a short job title. This is what your team sees on the Dispatch Board and in the mobile app, so keep it specific:

Add the full job description. Include anything the technician needs before they arrive: access instructions, gate codes, parking notes, equipment to bring, and what the client has already been told.

Troubleshooting

M03_01 Client Directory

Module: CRM · Desktop and mobile web · Login required

The Client Directory page lists all client accounts held in the JobPilot workspace. It serves as the entry point for office staff to find a client, review account status, and open the Client Detail page.

This page references data from the Client content type within the CRM module, configured in the CCMS to manage client listings, sorting, and display order.

1 Dynamic Cards Carousel Mini

GLOBAL_DISPLAY_DynamicCardsCarouselMini

Global carousel reused across multiple modules (e.g. Job Directory, Site Directory). Please refer to the global component documentation for display details.

Key Function

• Links to the Client Detail page, containing the Client content type in a compact tile layout

Visual Reference

Field List

Display Logic

• The carousel shows the five most recently opened clients for the signed-in user, ordered most recent first.
• The short_title of each Client is displayed at the bottom of each tile. The text colour is determined by the ColorPickerFunction.
• If the user has opened fewer than three clients, the carousel is hidden entirely rather than shown with empty slots.
• If tile_image is absent, the tile falls back to a generated monogram using the client's initials.

Field Specification · tile_image

2.2 Sort Function

GLOBAL_SELECT_SortFunction

• By default, clients are arranged in the recommended order, as defined by the Recommended Sort attribute within the content type.
• If the user has clients with overdue invoices, those clients are pushed to the top and override the default sorting logic.
• Archived clients are excluded from all sort orders and are reachable only through the filter.

Navigation configuration

{
  "name": "JobPilot Product Documentation",
  "navigation": {
    "tabs": [
      { "tab": "Page Specifications", "groups": [
          { "group": "CRM", "pages": [
              "page-specs/M03_01-client-directory",
              "page-specs/M03_02-client-detail" ] } ] },
      { "tab": "Global Components", "groups": [
          { "group": "Display", "pages": [
              "global-components/dynamic-cards-carousel-mini",
              "global-components/show-card",
              "global-components/status-tag" ] } ] },
      { "tab": "Help Centre", "groups": [ ... ] }
    ]
  }
}

Set Up a Recurring Job

Audience: office staff and schedulers · Last updated 6 August 2026

Step 7. Turn on recurrence

Scroll down to the Scheduling section and switch on Repeat this job.

Step 8. Set the frequency

Step 11. Review the generated schedule

Click Preview schedule. JobPilot lists the next eight visit dates. Check for public holidays or shutdown periods before continuing.

Managing the series afterwards

JobPilot is built around five record types. Understanding how they relate saves a lot of confusion later.

CLIENT ──┬── SITE (one or many addresses)
         │
         └── JOB ──┬── QUOTE      (before the work)
                   ├── SCHEDULE   (who, when, how long)
                   ├── ACTIVITY   (photos, forms, signatures)
                   ├── MATERIALS  (parts and labour used)
                   └── INVOICE    (after the work)

3. The JobPilot workspace

7. In the field: the mobile app

Stage 2. Run one job end to end

Days 2 to 3 · about 45 minutes · Goal: you have personally taken one job from booking to paid invoice

Use a real job, ideally a small one happening this week.

• Create a client
• Create a job for that client and schedule it
• Assign it to yourself and install the mobile app
• On the day, run it from the app: Start travel → Arrive → photos → materials → signature → Complete job
• Back at the office, raise the invoice from the job
• Send the invoice, then record the payment when it lands

The matching email sequence

4. Responsibilities

5.4 Screenshots and visuals

1. Capture in the staging account using the standard demo dataset. Never capture real customer data.
2. Use a 1440 × 900 browser window at 100% zoom, light theme.
3. Crop to the relevant region. Don't paste full-screen captures.
4. Annotate with the standard callout style: 2px red rectangles, red arrows, numbered circles.
5. Redact any email, phone number or address not from the demo dataset.
6. Write alt text describing what the reader should see, not "screenshot".

6. Turnaround targets

Chapter markers

0:00  Introduction
0:14  Opening the New Job window
0:28  Adding the client
0:47  Setting the site address
1:07  Describing the work
1:52  Scheduling and assigning
2:24  Saving and notifying the client
2:40  Recap

Accessibility checklist

• Captions human-reviewed against the script, not auto-generated
• All essential information spoken aloud, not conveyed by colour or motion alone
• On-screen text held for at least 3 seconds
• Callout text meets 4.5:1 contrast against its background
• Transcript published alongside the video in the help article
• Video is never the only path to the information. The written article covers the same steps

Button

The primary action trigger. Variants and sizes cover every action context, with built-in loading and icon support.

Choosing a variant

One primary action per view. If two buttons on a screen are both default, the user has no way to tell which one you want them to press.

States

The full state matrix: every variant in default, hover, focus, pressed, loading and disabled. Hover, focus and pressed are forced via the pseudo-states addon, so the matrix renders every combination at once instead of asking a reviewer to interact with each button.

Loading

• The label stays visible and changes to the present participle: Save becomes Saving. Don't replace the label with a bare spinner, or the user loses the record of what they pressed.
• The button width is held steady while loading, so a row of controls doesn't jump.
• aria-busy="true" is set and further presses are blocked. Double submission is prevented by the component, not by the calling code.

Content guidelines

Accessibility

• Renders a real <button>. Use asChild to render an anchor when the action navigates, so the correct element and keyboard behaviour are preserved.
• Every icon-only button requires an aria-label. There is no visible text to fall back on.
• Disabled buttons leave the tab order. If a user needs to know why an action is unavailable, don't disable it silently. Keep it enabled and explain the block when they press it.
• Hit target is a minimum of 24 × 24px even at xs, with padding extending the target beyond the visible bounds.

CRM_01 Client Record

Module: CRM · Desktop (Web), read-only on mobile · Login required

The Client Record is the single source of truth for everything JobPilot knows about a customer. Every other module reads from it: a job reads the default site address, an invoice reads the billing address and payment terms, and the mobile app reads the site notes. Changing a field here changes what field staff see on their next sync.

Access and permissions

Financial panels are hidden entirely for the Scheduler role, not disabled. A disabled control implies the user could gain access by asking, which isn't the case here.

1 Identity Header · Display logic

3 Field Specification · email

4 Sync Behaviour

Client data is read by the mobile app but never written by it. Technicians can't edit client records from the field.

Change log