Some customers insist on receiving a job sheet prior to work commencing on site. They may require a method statement and accompanying contractor information relating to a specific job.

You may also be required to send a detailed job report upon completion of a job. This may also need to have additional files attached such as highlighted remedial works identified during the job or standard completion certificates.

With Workforce FM, you can send a job sheet to the customer complete with the job description details to any email address(es). This can be sent with or without cost items and/or prices.

Creating a job sheet

From the main Jobs dashboard, select 'View' on the corresponding job you would like to produce a job sheet for.

From the next page, in expanded view mode, the left hand sub-menu will give you the option to create 'Job Sheet'.

A pop-up window will the give you several options about the format of the job sheet you are creating and to who you wish to send it.

The Job ID, Customer details and job details are automatically picked up from the job.

You have three options when it comes to how costs are displayed on the job report:

  • Cost items and prices included
  • Cost items included without prices
  • No cost items or prices included

The system automatically picks up the primary email address for the client to send the job report to. However, you can overtype this field with a different email contact or add additional email recipients using the '+' function.

Selecting the tick radial box will indicate whether the files attached to this job (see 'Adding a new job to Workforce' for details of how to attach files) should be attached to the email. 

Lastly, you can select or deselect the tick box marked 'Download' to indicate whether you wish to view a copy of the PDF in a new browser window in order to download a copy.

Once you have made your selections, click the 'Create PDF' button to send the Job Sheet.

Creating a Job Report

Job reports may only be created once a job has been marked as 'Completed'. To change the status of a job, fieldworkers or office staff can select the relevant job and choosing the 'Completed' status.

The 'Job Sheet' option will then change to reflect 'Job Report' instead (you may need to refresh your screen or navigate away from the job for this change to take effect.

Selecting the 'Job Report' function will launch a new pop-up window with the same options as the 'Job Sheet' function.

Once again, you can select from three choices of report with regard to the inclusion of prices:

  • Cost items and prices included
  • Cost items included without prices
  • No cost items or prices included

The primary email address for the appropriate customer is automatically populated but can be typed over with a new address or additional addresses added using '+' function. 

Selecting the tick radial box will indicate whether the files attached to this job (see 'Adding a new job to Workforce' for details of how to attach files) should be attached to the email. 

Lastly, you can select or deselect the tick box marked 'Download' to indicate whether you wish to view a copy of the PDF in a new browser window in order to download a copy.

Once you have made your selections, click the 'Create PDF' button to send the Job Report.

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