Create and Manage Jobs

What this guide covers

This guide walks you through the entire job lifecycle in JobsiteOn. You will learn how to create a new job, configure its details, assign team members, add tasks, update the job status through each stage, and review job history. By the end, you will be able to manage any job from start to finish with confidence.

Before you begin

• You need an active JobsiteOn workspace with at least one team member.
• Confirm you have access to the Jobs section in the sidebar navigation.
• If you plan to link a contact or property, create those records first.
• We recommend testing new workflows in your sandbox environment before using them on live jobs.

Understanding the jobs list

When you navigate to /jobs, you see a list of all jobs in your workspace. Each row shows the job title, assigned contact, current status, priority level, and the date it was created.

Filtering and sorting

• Use the Status filter to show only jobs in a specific stage (for example, Pending or In Progress).
• Use the Priority filter to focus on high-priority work.
• Click any column header to sort the list by that field.
• Use the search bar at the top to find jobs by title or job number.

Quick actions from the list

• Click a job row to open the job detail page.
• Use the status badge dropdown on any row to update a job status without leaving the list view.

Step 1: Create a new job

1. Click the New Job button at the top right of the jobs list, or navigate directly to /jobs/new.
2. The job creation form opens with the following sections.

Set the job title

Enter a clear, descriptive title that your team will recognize at a glance. Good titles include the type of work and location, such as "Kitchen Renovation at 42 Oak Street" or "Monthly HVAC Maintenance for Acme Corp."

Add a description

Use the description field to capture scope of work, special instructions, access notes, or any context your field team needs. You can format text with bold, lists, and links.

Link a contact

Select an existing contact from the dropdown or create a new one inline. The contact determines who receives job updates, emails, and portal access.

Link a property

Choose the service property where the work will be performed. Linking a property keeps your job history organized by location and enables map-based scheduling.

Set priority

Choose from the available priority levels:

• Low — Routine work with flexible timing.
• Medium — Standard priority for most jobs.
• High — Time-sensitive work that should be scheduled soon.
• Urgent — Requires immediate attention and scheduling.

Priority affects how the job appears in your dispatch board and team views.

Set the due date

Pick a target completion date. This date appears on the job detail page and can trigger reminder notifications when configured.

Step 2: Assign your team

After creating the job, assign the people who will do the work.

Add team members

1. Open the job detail page at /jobs/[slug].
2. In the Assigned Team section, click Add Member.
3. Search for and select one or more team members from your roster.
4. Each assigned member receives a notification and sees the job in their personal task list.

Change assignments

• To remove a team member, click the X next to their name in the assigned list.
• To reassign the job entirely, remove the current assignees and add new ones.
• Assignment changes are logged in the job activity feed.

Scheduling assigned work

Once team members are assigned, you can create schedule events linked to this job. Navigate to the Schedule section to drag the job onto the calendar or use the dispatch board.

Step 3: Add tasks to the job

Tasks break a job into specific action items your team can check off as they work.

1. On the job detail page, scroll to the Tasks section.
2. Click Add Task to create a new task item.
3. Enter the task title (for example, "Remove old fixtures" or "Run electrical inspection").
4. Optionally set a task assignee and due date.
5. Repeat for each task you need.

Working with tasks in the field

• Team members check off tasks as they complete them.
• The job detail page shows a progress bar reflecting how many tasks are done.
• When all tasks are checked off, the job is ready to move to the Completed status.

For a deeper look at tasks and checklists, see Add Tasks and Checklists to Jobs.

Step 4: Update job status

Jobs move through a defined set of statuses as work progresses. You can update the status from the job detail page or directly from the jobs list.

Status options

Status	Meaning	When to use
Pending	Job is created but not yet started	Default status for new jobs
In Progress	Work is actively underway	When the crew begins on-site work
Completed	All work is finished	When every task is done and the job is closed

How to change status

1. On the job detail page, click the Status dropdown in the header area.
2. Select the new status.
3. The change is saved immediately and logged in the activity feed.

You can also change status from the jobs list by clicking the status badge on any row.

Status change notifications

When you update a job status, the following happens:

• The activity feed records who changed the status and when.
• Assigned team members receive an in-app notification.
• If customer notifications are enabled, the linked contact may receive an email or SMS update.

Step 5: Send customer updates

You can send email updates to the customer directly from the job detail page.

1. Open /jobs/[slug].
2. Click the Send button.
3. Confirm the recipient email address.
4. Configure delivery options:
   • Send a Bcc to myself to keep a copy in your own inbox.
   • Notify customer via SMS to send a text notification alongside the email.
   • Use Preview SMS to review the SMS content before sending.
5. Click Send to deliver the update.
6. Check the job activity feed and /inbox to confirm the message was sent.

Step 6: View job history

Every action on a job is recorded in the activity feed on the detail page.

What the activity feed tracks

• Job creation and initial details.
• Status changes with timestamps and the user who made the change.
• Team member assignments and removals.
• Task additions, completions, and deletions.
• Customer communications sent from the job.
• File attachments and notes added to the job.

Using history for accountability

The activity feed provides a complete audit trail. Use it to:

• Verify when work started and finished.
• Confirm who made specific changes.
• Review communication history with the customer.
• Resolve disputes about job scope or timing.

Tips

• Use templates for recurring jobs. If you perform the same type of work regularly, save time by duplicating an existing job and updating the details.
• Keep titles consistent. A naming convention like "[Work Type] at [Location]" makes jobs easy to find and filter.
• Update status promptly. Real-time status updates keep your office and field teams aligned.
• Link everything. Always attach a contact and property so your job history stays organized and searchable.
• Add tasks before dispatching. A clear task list helps field crews know exactly what to do when they arrive on site.

Troubleshooting

I cannot find a job in the list

Check your active filters. The status or priority filter may be hiding the job. Clear all filters and use the search bar to find it by title or job number.

The job status will not change

Confirm you have the correct permissions. Only workspace owners and team members with job management access can update statuses.

Team members are not receiving notifications

Verify that notification preferences are enabled in each team member's account settings. Also confirm their email address is correct in the team roster.

I accidentally set the wrong status

Simply click the status dropdown again and select the correct status. The activity feed records every change, so the history is preserved.

The contact or property is missing from the job

You can edit the job to add or change the linked contact and property at any time from the job detail page.

FAQ

Can I create a job without a contact?

Yes. Contact and property fields are optional during creation. However, linking a contact is recommended so you can send customer updates and maintain a complete job history.

Can multiple team members be assigned to one job?

Yes. You can assign as many team members as needed. Each one receives notifications and sees the job in their personal task list.

What happens to a job when all tasks are completed?

Completing all tasks does not automatically change the job status. You still need to manually update the status to Completed when you are satisfied the work is done.

Can I reopen a completed job?

Yes. Change the status back to In Progress or Pending if additional work is needed. The status change is logged in the activity feed.

How do I delete a job?

Jobs cannot be deleted to preserve your business records. If a job was created in error, update the status and add a note explaining the situation.

Related articles

• Understand the Job Lifecycle
• Add Tasks and Checklists to Jobs
• Convert a Quote to a Job
• Create and Send Quotes
• Create and Manage Invoices