< Orders < Adding a Job to an Order
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You should use the "Add Jobs" function when you want to add one or more services to a service order.
What does the add jobs function do?
Jobs that have been added to a service order will:
Appear on service orders, quotations and invoices
Appear in the administrator's diary
Appear in the staff diary and staff job schedules
Appear in commission reports
How do I Add one or more Jobs to a Service Order?
Firstly, find the Service Order you want to add jobs to.
Click "Add Jobs".
A dialogue box will open in the centre of the screen as show below.
Enter the job specification – see a full explanation of each option below.
Click "Add Jobs".
From and To Dates
Select the "From" date so that it is the first date of the range of services you are entering.
Select the "To" date so that it is the last date of the range of services you are entering.
If you are entering one service only (ie. on one day only), the "From" and "To" dates will be the same.
Select the service item, eg: Group Walk 1 Dog, from the dropdown list.
Select the time at which you want your service(s) to be scheduled. ALL services in your date range will be scheduled at this time.
Note: The time given to any service governs the diary period (diary column) in which the service is displayed. See Diary Settings < Diary Periods for more information.
The timeframe defines the window of time within which the job should be started, as an offset from the Time the job is scheduled for. So if, for example, you want a job to be started no earlier than 15 minutes before the Time of the job and no later than 15 minutes after the Time of the job, then you would set the timeframe to 15 minutes. The timeframe is specified in hours and minutes or it may be set to "None".
The way that service items are set up can affect whether this appears as a "Timeframe" or "Time Block". Therefore dependent upon which service item you have chosen, this may appear under either name.
See Advanced Service Attributes < Service Item Timeframe for more help on timeframes or Service Item Time Type < Service Item Time Blocks for more help on Time Blocks.
If you do set a timeframe for a job AND you set "Show Time" (see below) to "Yes", then the timeframe will be displayed in the staff member's job list and diary in Pet Sitter Plus, and also on the job list in PSP Mobile.
Time Block "edit" allows you to enter a custom time-block for the service(s) being scheduled (a time block that is not in the drop-down list of preset time blocks). For example, a client may request a dog walk from 11:00am-12:00pm, but your preset time blocks include 11:00am-1:00pm. To change the time block for only these services being scheduled, click "edit" next to the Time Block drop-down, and enter the custom time block. Then click "done".
In the world of pet sitting it is often not necessary to display a specific time for a job. For example, if you are walking 4 dogs together over lunchtime, it doesn't usually matter if you start at 12:00 midday or 1:00pm as long as the dogs are walked over the lunchtime slot. It is important however that the dogs are grouped by diary period so that when looking at the diary it is easy to see the jobs that can be done together and therefore it is easier to plan the working day.
There are, however, clients who require their services to be carried out at a specific time. For example people who request a cat visit at exactly 5pm. For these clients it is a requirement to show the time against the service in the diary.
The "Show Time" option has a default setting for your system (called "Show Time Default"), which you can change in ADMIN > SETTINGS > Diary Settings. Please see Diary Settings < Diary Periods for more information on how to do this.
The "Show Time" field has a default setting, which you can set to either "Yes" or "No" in Diary Settings. The Show Time field on the "Add Jobs" screen will display "Yes" or "No' depending on your default "Show Time" setting. This can be changed on any job if required, either on the "Add Jobs" screen or at a later time using the "Edit Jobs" feature.
When "No" (don't show time in diary) is selected, the system will not show the service time in the diary. Instead the time will only be used to govern the diary period (diary column) in which the service is displayed.
When "Yes" (show time in diary) is selected, the service time will show against your service in the diary and the time will continue to govern the diary period (diary column) in which the service is displayed.
If you want to schedule a job for a range of dates, but only for certain days of the week, you can uncheck the boxes for the days you do not want the job scheduled. For example, if a client books a dog walk for a whole month but for Monday to Friday only, then you can enter the "From" date as the first day of the month and the "To" date as the last day of the month, but uncheck the "Saturday" and "Sunday" boxes. Then your dog walk will be scheduled for all weekdays in the month.
The primary or most regular sitter who carries out the service.
Change the quantity if there is more than one item. For example if you charge for mileage at (say) $0.50 per mile, then the number of miles travelled would be entered into the quantity column.
Diary Ref Override
The diary ref for the client will appear in the admin and staff diary to enable you and your staff to identify the job. If you want a particular set of jobs to display a different diary ref than the default diary ref on the client record, enter the required diary ref in the diary ref override. So, for example, if your client has two dogs and their diary ref is "Poppy and Penny" but your job is for a walk for Penny only; then you could enter "Penny only" in the diary ref override box.
Any notes added to "Invoice Notes" will appear on the invoice under the job and will be seen by clients.
Note that if you are adding a range of services, then any notes added here will be added to ALL services in the range. If you only want your note to appear on (say) the first and the last service of the range, then do not enter your notes here. Instead, enter your services without notes and use "Edit Jobs" to add the notes to the appropriate services one at a time.
Staff Notes appear (in red) in the admin diary, staff diary and job list and serve as a good reminder when special instructions need to be carried out. They do not appear on invoices and are not seen by clients.
Note that if you are adding a range of services, then any staff notes added here will be added to ALL services in the range. If you only want your note to appear on (say) the first and the last service of the range, then do not enter your notes here. Instead, enter your services without notes and use "Edit Jobs" to add the notes to the appropriate services one at a time.
Your added jobs are now visible in the order.
The status is a "Quote".
The jobs are now scheduled in the diary, but as yet have not been invoiced.