This article will provide a step-by-step guide on creating and tracking Job. It also covers all the essential information you need to know for both setting up and monitoring Jobs effectively.


Setting up your Jobs

First step is to set is to click ‘Add Jobs’ button and fill out  the information in the following areas:


  • Client - Select the client from the dropdown list

  • Task - Select the task type from the dropdown list and select ‘Change Fee Type’ to add and amend the fee that you are charging for the Job.

  • Start Date- Add the start date of the Job

  • End Date - Add the end date of the Job

  • Estimated Time - Planned hours that would take to complete the Job

  • Assign To- Select the person you will assign the Job to from the dropdown list


Navigation:  Time & Fees > Jobs > Add Jobs 

Click to redirect to the above navigation



Once a new Job has been created, click ‘Save and View Details’ to add and view the Job details and anything else associated with this specific Job. 



As shown above, you can track the status of the Job by viewing the number of tasks that have been completed. Next to that you can add a ‘Log Time’ as well as start the time for a task by clicking ‘Start Timer’ and selecting a subtask from the dropdown list.


The ‘Jobs’ section as been divided into 8 areas:

 

  • Details

  • Timelogs

  • Email

  • Recurring

  • Files

  • Comments

  • Activity

  • Invoice


  1. Details


In the details section, you have the option to view and modify the information you initially entered while creating a Job. On the right side of the screen, there is an overview displaying the ROI for this particular Job.


In the lower half of the screen, you'll find the 'Subtasks' section, where you can see the subtasks that were added initially in the 'Tasks' under the Manage area. Additionally, this section allows you to edit existing subtasks or add new ones. 

 



Additionally, as shown in the screenshot below, you have the capability to view the time spent, amount, and cost associated with a subtask, and you can filter through users and subtasks.


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  1. Timelogs


When you first enter ‘Timelogs’, you will initially see a bar chart displaying the hours dedicated to the Job, including billable hours. In the lower section of the screen, the timelogs are presented in a table format, where you will find details on:


  • Total Hours

  • Billable Hours

  • Non-billable Hours

  • Amount

  • Cost


You can filter through the table by:

  • Week or User

  • Specific User(s)

  • Status of the Timelog: Unsubmitted, PFA, Approved, Rejected






  1. Email


In the 'Email' section, you have the ability to send emails to staff and clients, as well as upload attachments. All email history and correspondence are conveniently displayed at the bottom of the screen, allowing you to easily keep track of all email communications.


  1. Recurring


For any recurring Jobs, rather than duplicating them, you can set them up as recurring Jobs. This approach saves time and simplifies tracking. You can establish the recurrence of a Job in the following intervals:


  • Daily

  • Weekly

  • Monthly

  • Yearly

  • Custom



  1. Files


In the 'Files' section, you have the option to upload documents and files related to the Job, and you can also view the entire upload history. 




  1. Comments


The Comments section enables you and your staff members, if they have been granted permission in the 'Manage' area, to add any extra comments or notes related to the Job. Additionally, you have the ability to view all comments made by others.




  1. Activity


In the 'Activity' section, you can observe and oversee all actions taken by staff and users, enabling you to track any changes made to the Job.



  1. Invoice


The final section is ‘Invoice’, where you can view and track the invoices sent out to the client.


 



Calendar 


Every Job that is created gets automatically added to the Calendar, assisting you in monitoring the progress of the Job, understanding the duration it will take to complete, and gauging your workload. Additionally, the Calendar can be filtered to view by Today, Day, Week, and Month, allowing for customised scheduling and planning.




Congratulations! You've successfully configured and allocated your Jobs. If you encounter any issues or require further assistance, don't hesitate to reach out to your Onboarding Manager.