Things to consider
Jobs vs. Visits
Job: The overall work order (the “folder” where everything about the work lives).
Visit: The scheduled time/date when a technician completes the work. A Job can include one or multiple Visits.
Setup Requirements
Make sure your Custom Fields include the correct Job Types.
Confirm your Labor Settings are set up.
Ensure at least one Pricebook is created and set as default.
A Customer and Property must exist in BuildOps before you can create a Job.
Best Practices
Not all fields are required, but the more info you add, the less double entry you’ll face later.
Save time by setting up saved Table Views for commonly used filters or views.
TABLE OF CONTENTS
How to Create a Job
While there are multiple ways to create a new Job, this is our recommended workflow to ensure the Job is created under the correct Customer & Property.
Creating the Job from the Property level will save the additional steps of manually adding the Customer & Property info.
● Search for the Property by using the global search bar.
You can filter all results by selecting the “ Property” checkbox on the right side of the search.
● Click on the Property name to go to the Property page.
NOTE: If the Customer or Property does not appear in the search results, you will need to create them prior to adding a Job.
Review Property Page Details
Check the address in the left column to ensure that the Property address is correct.
Click the Contacts tab (in the middle of the page) to verify the Property contacts.
Add a Property Representative and Representative on our side, if applicable.
When you have the option to select an Account Manager from a drop down (for new Jobs, Quotes, etc.), the Representative on our side field is where the account manager name is being pulled from.
If there is no Representative on our side (Account Manager) indicated under Contacts, you will not be able to select a name.
Once you have reviewed that all Property information is correct, click the Jobs & Visits tab, and click “Create Job”.
Job information
Enter the general information.
● The Customer, Property Name, & Billing Customer will auto populate.
You can change the Billing Customer (entity who you will send the invoice to) if needed by selecting (1) of the following options:
⯀ BILLING CUSTOMER IS DIFFERENT THAN THE CUSTOMER REQUESTING WORK
⯀ BILLING CUSTOMER FROM PROPERTY if there is a different Billing Customer set up at the Property level.
NOTE: If there is a specific billing Customer set at the Property level, you will always check this box so the correct billing Customer is pulled in.
● Enable Detailed Job Costing: Disregard this, as it is a legacy setting no longer used in BuildOps.
● Enable Certified Payroll: Check this box if you would like this Job to be categorized as certified payroll (for example: for federally funded projects).
This setting does not impact timesheets/payroll, but on the timesheet export, there will be a column for certified payroll and Y/N (Y=checked, N=unchecked).
● Property Rep: Choose a Property representative from the dropdown. This name and contact information will be accessible to the technician in the mobile app. (This pulls from the Property contact’s list).
● Customer Provided PO#: Add a Purchase Order number provided by the Customer, if applicable.
● Service Agreement: If this Job is a result of a suggestion or additional issue that your technician found while on a routine Maintenance, you can select the associated Service Agreement to track “pull through” work.
You will be able to track all Pull Through Work via BuildOps Reports.
By selecting a Service Agreement, the Pricebook field will also populate with the Pricebook that is associated with the Service Agreement.
You have the ability to select a different Pricebook if you charge different rates for this Job vs. the rates agreed upon in the Service Agreement.
● Service Agreement Type: Set up the desired “Work Type” for the Job. By default, “Pull-through” is set up as the Work Type.
● Pricebook: Select a Pricebook (required).
● Job Type: Choose the Job type.
Examples include T&M and Quoted.
If you need to set up additional Job types, go to Custom Fields settings.
● Customer WO#: Add a Work Order number provided by the Customer, if applicable.
● Authorized By: Select a Property contact who authorizes the work.
● NTE: Not to exceed value. This can appear in the mobile app for the technician to reference.
● Quote Subtotal: Add a Quote subtotal, if applicable.
If you add a Quote subtotal, the Job billing type will be updated to Quoted instead of T&M.
The billing type can be changed back to T&M before sending an Invoice if needed.
● Quote Tax: Add the Quote tax amount, if applicable.
● Cost Amount: Add a cost amount, if applicable.
● Total Budgeted Hours: With the correct permissions, field technicians will be able to see how many budgeted hours they have to complete the Job.
● Project Manager/Account Manager/Sold By:
Enter the correct internal contact for each field (optional).
● Departments Needed: Select the Department that is recognizing the revenue for this Job.
● Priority: You can select a Job priority level if the dispatcher prefers to organize the dispatch board by urgency or priority.
Urgent
High
Normal
Low
● Issue Description: This is the description of work provided by your Customer, such as the “Problem Description” on Service Channel work orders.
To streamline the process, we recommend to also create Visit #1 along with Job.
Select the checkbox under the Issue Description field to create a Visit along with the Job. Reach out to your CSM if you wish to have the checkbox visible in your account.
Visit Creation
● Create Multiple Visits: Toggle this on if you want to create multiple Visits for this Job.
Usually, there will be 1 Visit to complete 1 Job.
The “Create Multiple Visits” feature is a tenant setting that may or may not be visible in your account.
● Visit Description: Copy and paste the Issue Description from the Job above or add a unique description.
● To Do - Actions Before Dispatch: This field is an internal “to-do” list for your dispatcher to complete before the Visit is dispatched or begins. The technicians will never see this on their mobile device.
For example, “Call owner when tech is on the way.”
● Assets: If there is a Property Asset (piece of equipment) that will be worked on during this Visit, you can select it.
With the correct permissions, a technician can also create a new Asset from the mobile app.
● Forms: Select a form to be filled out on this Visit, if applicable.
Technicians can also add forms in the mobile app.
● Department: Select the same Department as the “Departments Needed” field from the Job above.
You must select the correct Department to assign a technician to this Visit.
● Crew: You can select a crew (optional).
Crews are set up in Personnel Settings.
Crews can be configured for quicker scheduling if there are 2 or more technicians that commonly work together.
● Primary Technician: Select a primary technician.
● Additional Technicians: If more than one technician is working on this Visit, you can select their names from the drop down.
● Number of Additional Technicians: If Additional Technicians are added, enter the quantity of additional technicians (this is a tenant setting that may or may not be visible in your account).
● Date: Add a Visit date.
● Time: Add a Visit time.
● Duration: Add a Visit duration.
This will not restrict a technician’s time card, it will only appear as a duration on the dispatch board to block a technician’s schedule for organizational purposes.
NOTE: In order for a Visit to appear as scheduled on the Dispatch Board, a date, time, & primary technician needs to be indicated.
If you leave out one or more of these data fields, the Visit will be created as unassigned. You will be able to edit/add these fields by filtering for the Job in the unassigned tray at the bottom of the dispatch board when you are ready to schedule it.
Click “SAVE” in the upper right corner.
Job Page
On the Job page, you can see all the information about the Job. Confirm that the Job and Visit details are correct.
If you need to edit the Job details, click “EDIT” in the upper right corner.
Click “SAVE” to save any changes.
If you need to edit the Visit details, you can click the
Schedule button, or click the edit pencil icon on the right side.
To add an additional Visit, click “ADD Visit”.
To view this Visit on the dispatch board, hover over Dispatch, and click Dispatch Board.
If you have created a scheduled Visit, you will see this Visit in the form of a Visit card on the selected date/time/technician.
If you have created an unassigned Visit, you will be able to filter for this Visit by clicking into the Unassigned tray at the bottom of the dispatch board. You can schedule the Visit by dragging and dropping it onto the board or by clicking to open the Visit side card.
Job History
If you need to view the audit log of a JOB, (this is the history log of a job)
Go to the actual JOB's Scheduling Section
Scroll to the bottom and look for Show History
the Activity section will show you the ACTION DATE, Action by and action.
FAQs
Can we make the job priority field a required field?
It's currently not possible to make the job priority field required. We highly advise to take advantage creating inline form for additional field on job creation page and mark it as required.
Why can't we edit the quote subtotal and cost amount of the job?
Check that there is no quote or cancelled quote associated to the job. If there is, disassociate the quote from the job first.
Can I flag a job in BuildOps?
Not yet. In the web, Flags can only be applied from the Dispatch Board at the Visit level.
As a workaround, you can use Job Tags to highlight important jobs:
Go to Settings > Custom Fields > Job Tags
Create or edit tags (e.g., Needs Review, Pending Approval)
Open the Job record and click Add Tag to apply the tag
Why is a visit still showing as unassigned even with technician, date, and time selected?
A Visit should show as "Scheduled" when it has a date, time, and technician. However, every Visit also has a field called "Additional Technicians Required." If the number in this field is greater than the number of additional technicians, the Visit will still show as Unassigned.
Edit the Visit either on the Scheduled tab of the Job page or by clicking on the Visit on the Dispatch Board.
Check the "Additional Technicians Required" field and be sure that the number matches the additional technicians scheduled for the Visit.