Defining your workflow
Jobable's highly flexible Tray system allows you to define the trays and workflow that works for your people. By setting up Trays for the lifecycle of a job, and assigning trays to your users, you'll ensure no job ever gets lost, and it is clear who has responsibility to progress a job at any point.
Before you set up your Trays, take some time to consider the life-cycle of the jobs that your company carries out and the roles that your team perform from conception to completion of a job.
Adding Trays
To set up your Trays, head to 'Settings' > 'Manage Trays'. You can edit and delete the default trays, and hit the '+ New' button to create new trays. If required, you can restrict access to edit jobs in a particular tray to the selected user groups.
Assigning Trays to Users
Once you have all the trays you need, go to 'Settings' > 'Manage Users'. Press the pencil icon next to any user to edit. You can now add the trays that will appear in their In-Tray and the trays that they can also view.
Automated Tray Movements
Some actions will trigger an automation which moves a job from one tray to another, such as a customer accepting a quote, or an appointment being booked.
Here's a full list of the triggers that will result in a job being moved, the assigned tray from the default workflow, and the setting you can change to suit your workflow in 'Settings' > 'System Configuration' > 'Automation'.
Trigger | Default tray | Setting Name |
A job is booked and does not require further approval* | Booked | Job Tray Booked |
An appointment is booked by a customer and your settings require it to be reviewed** | Booked | Job Tray Review Customer Bookings |
A customer cancels an appointment | Cancelled | Job Tray Customer Cancelled |
A visit report is returned, indicating that further work will be required. | Admin | Job Tray Further Work |
A visit report is returned, indicating that the job is complete | Billing | Job Tray No Further Work |
A customer accepts a quotation | Admin | Job Tray Quote Accepted |
A customer declines a quotation | Admin | Job Tray Quote Declined |
A team member emails a quote to a customer | Quoted | Job Tray Quote Sent |
A new job is raised | To Be Booked | Job Tray New Job |
* This will be all team member bookings, and customer bookings if 'Review Customer Bookings' in is set to No.
** This would be customer bookings if 'Review Customer Bookings' is set to No.