Adding Forms to your Jobs and Site Visits ensures your staff have all the tasks and instructions they need to complete a job the way you want it completed.
Forms help your business maintain a repeatable high quality of service by making sure all your staff knows what's expected of them when out in the field.
In this article we'll cover how to:
- Add Forms to Jobs
- Add Forms to Site Visits
- Assign Staff to Forms
- Set due dates and reminders
When to use it
Add Forms to Jobs and Site Visits when you need your teams or individual staff members to complete specific tasks or procedures when on the job.
Assigning staff to Forms (and setting due dates and reminders) will help you track their activity and maintain accountability across your business.
How to use it
- Adding Forms to a Job
In the Job Card, click Forms in the left side navigation panel. The Form page allows you to add, view, complete, delete, search and filter all Forms added to a Job.
To add a Form to a Job, click the "Add Form" button at the top of the page. From the dropdown menu, select the Form Template you want to add to the Job. If you don't see any, read our help article on Creating and Managing Form Templates.
To view a Form, click the Forms name in the table. This will open up the Form Panel. From here you can assign staff and set due dates and reminders.
2. Adding Forms to a Site Visit
In the Job Card, click on a Site Visit you want to attach a Form to.
In the Site Visit Forms section, click the "Add Form" button on the right of the screen. From the dropdown menu, select the Form Template you want to add to the Job. If you don't see any, read our help article on Creating and Managing Form Templates.
To view a Form. Click the Forms name in the table. This will open up the Form Panel. From here you can assign staff and set due dates and reminders.
3. Assigning Staff
To assign staff to the Form and set a due date and reminder, click on the settings cog on the right. This will open the settings for the Form.
To assign staff or groups, start typing or select a name from the dropdown under "Assign to".
To make sure your Timesheet only users can see and fill in Forms you need to attach them to a site visit (they can't see Jobs in the mobile app).
4. Settings Due Dates and Reminders
To set a due date for the Form select a date and time. To set a reminder select an option from the dropdown. This will notify the assigned staff members, 30 mins, 1, 2, or, 6 hours before the Form is due.
Forms that aren't completed by their due date are marked as overdue and are indicated by a red exclamation mark icon.
When Forms are overdue a notification is sent to the staff member who is assigned to it. This helps keep your staff accountable for maintaining your business processes and high quality of service.
Adding Extra Information
If your staff needs to add any extra information to the Form, you can do so in the field provided.
Mark as Not Applicable
If your staff needs to skip an item on the Form, they can mark that item as not applicable beneath the items options.
Click save to save your changes.