Joblogic Guide   

Contents:  

1. Explore Joblogic 2. Customers 3. Sites 4. Assets 5. Jobs 6. Quotes 7. Invoices 8. PPM 9. Purchase Orders 10. Planner 11. Engineer Tracking 12. General Settings 13. Customer Portal 14. Refcom

 

 

 

Explore Joblogic Once you have signed up to Joblogic by clicking here, you can get familiar with our software by following this short Getting Started guide.   This guide has been broken down into three easy steps: Back-Office, Mobile, and Customers. It has been designed to support your understanding of the Joblogic system.  To further your understanding, watch our Getting Started Webinar.  

Your Back Office

Create a Customer and a Site  Navigate to the left-side navigation bar and select the Customer option, then ‘Add Customer’. Once selected, populate all the fields as you wish and click the save button. Upon creating your customer, a site will also be created.    

Log Your First Quote  Now that your customer and site have been created, it is possible to log a quote for this individual. You can do this by selecting ‘Log Quote’ from the left-side navigation menu. Once on the Quote page, enter all the specific details for your quote selecting the customer that you have just created, then click save.   To watch a short webinar on logging quotes, please see here. 

Turn Your Quote into a Job  A quote has now been successfully logged. Once the quote has been marked as ‘Approved’, it is now possible to turn the quote into a job; this can be done by selecting ‘Upgrade’. Once selected, your quote will now be converted into a job and found within the jobs hub as an ‘Open’ job.   Now this quote is a job, you will be able to add assets, tasks, additional costs and more within the Job Detail screen.    

1 

 

Log a Job  To log a job immediately click on ‘Log Job’ from the left-side navigation panel. Once selected, fill in all the required fields and select ‘Save’.  You can learn more about logging and planning jobs here. 

Schedule an Engineer’s Visit  Use the Planner to schedule a specific job by navigating to the left-side menu and selecting ‘Planner’, then ‘View Planner’. On the right navigation bar under ‘Search’, your job will be listed. Simply drag and drop it onto the calendar at the time you would like to schedule the job.  To schedule an engineer’s visit from the Planner, you can find out more here. 

Raise Your Job Invoice  When you are ready to invoice your job, click the ‘Add Invoice’ button from within the Job screen. Selecting this option will automatically load your invoice; this invoice can now be approved, printed, downloaded, or emailed.  You can find out more about invoicing here. 

Your Engineers 

Invite Your Engineers to Joblogic  Invite your mobile engineers to Joblogic from the ‘Staff’ page by clicking ‘Add’ and entering all relevant details. From here, they will receive an email invitation to join Joblogic that they need to accept. 

Download the Mobile App  Download our mobile application on your Android or iOS device from their respective app stores.  

2 

 

Preview Our Vast Library of Electronic Forms  All paper forms are accessible to engineers on their smartphones. To preview the final back office outputs, visit the ‘Company Forms’ page.  

Your Customers  Note: Customer access is an optional feature. You don’t have to give your customers any access to Joblogic. However, if you do, you can decide on the level of visibility.  Customer Portal Access can be found in ‘Settings’. To find out more about the setup, watch this video.  

System Setup  Finally, ensure your system has been setup in the best possible way to start using Joblogic most efficiently with this short system setup checklist.  

1. Permanently delete all test data. ● When you are completely ready to use your Joblogic system, delete all the 

sample data.   

2. Update your company details.  

3. Import your data - Customer.  ● You can import your data via navigating on the Customer screen and selecting 

‘Import’.  ● Then, download the .CSV template and re-upload with the populated data.  

 4. Visit the Knowledge Base for free resources. 

 5. Book Joblogic training. 

Please note, there are various locations throughout the software where you may also be prompted to add customers, sites, assets, quotes and log jobs. If these actions are followed, the general process of how to do it will follow the same processes referred to within this guide. Additionally, future methods to view the information will remain the same; however, it may have been inputted to the system. 

3 

Customers 

Adding a Customer  Navigate to the ‘Add Customer’ option from the left-side navigation menu.  When a customer has been added, this customer will also have the associated site added.  Once selected, the ‘Add Customer’ page will launch. Simply fill in the details and click ‘Save’ to add your customer.You will now be launched onto the Customer Detail page.    

  

Editing Customers and Viewing Your Customer List  To access your customer list, select ‘All Customers’ in the left-side navigation menu. When selected, this will provide a screen listing all your customers and their important details.  To edit an individual customer, click on the customer name. This will open the Customer Detail page. 

4 

 The Customer Detail page will allow you to view and update the following aspects:  

● Details  ○ Customer contact information, tax rates, and reference details. 

● Site Information  ○ A comprehensive list of all the customer’s associated sites. 

● Contact Information  ○ An overview of this customer’s contacts and the option to allocate the 

primary contact. ● History  

○ Job, invoice and quote history for this customer. ● Info 

○ From here, you can update the following customer information: Notes, Attachments, Address Map, and Warning Notices. 

● Refcom  ○ Associated Log Books and Leak Checks with this customer. 

● Billing ○ Billing address and account information. 

 The Customer Detail page and related tabs enable your business to hold as much customer information as necessary.   

Customer Detail Tabs: 

  This information will be auto-populated if you choose to add a customer to a job (by going onto the drop-down option of logging a job to the customer).    

5 

Sites  

Adding a Site  Navigate to ‘Add Site’ from the left-side menu.  When selected, you will be directed to the ‘Add Site’ page.  

  All sites must be associated with a customer. If a customer is yet to be created, then a customer can be added by selecting the green + button in this section (a popup will appear prompting you to enter the customer details).  When a customer has been added, update all the other information for the site and select ‘Save’. Your site will now be created against the customer.  

Viewing Your Sites  Navigate from the left-side menu to ‘All Sites’.   When on the ‘All Sites’ page, you will see the list of all sites and the key site information. To update a site or view the site’s associated assets, contacts, and history, simply click the site name to view the Site Detail page. 

6 

  

Site Details  The Site Detail page provides all the information associated with the site, similar to the Customer Detail page.   

  This information will be auto-populated if you choose to add a site to a job (by going onto the drop-down option of logging a job to the site).  

Assets  

Adding an Asset  You can add assets via the ‘Add Asset’ button from the left-side navigation menu.  It is also possible to add assets from within the site and job screen.   When adding your assets, the page (as shown below) will appear. To add an asset, you must select the customer and site that it will be associated with.  

7 

  Enter all the information regarding your asset, then select ‘Save’ to confirm the details.   When adding the ‘Equipment Class’ and ‘Equipment Library’ details, this can be done by going to the ‘Library’ section within the settings menu.  

Viewing Your Assets  You can view your assets via the ‘All Assets’ section from the left-side navigation menu.  On the ‘All Assets’ page, you are able to view and edit specific asset details by clicking on the asset ‘Description’.  

  

Asset Details  From the Asset Detail page, it is possible to edit all the asset information. Along with this information, you can see the job history, associated F-Gas log books, attachments, and any related assets.   

8 

It is possible to add related assets. These assets can then be associated via their system ID. 

  If the asset needs to be associated to a job, then you can log a job against the asset by selecting ‘Log Job’, located in the top menu. 

Jobs  

Logging a Job 

 On your Joblogic system, navigate to the left-side menu and select ‘Log Job’.  From the ‘Log Job’ page, you can enter all the required job information.  

  

9 

This is how your job will be displayed once you have selected ‘Save’. You can change the job information at any time by clicking the ‘Edit’ button.  

  Now, your job has been recorded in our system. Any of the following actions can be viewed or updated:  

● Job details  ● Associated job contacts  ● Associated job assets  ● Job tasks  ● Job costs ● Associated visits  ● History 

○ Associated purchase orders  ○ Invoices ○ Related jobs   

● Info  ○ Job notes, attachments, address map, and status audit.  

 From the Job Details page, you can also add invoices and purchase orders. Additionally, it is possible to print, download, or email the job sheet.   

10 

Viewing Your Jobs  To view a list of all logged jobs, see the ‘All Jobs’ screen. This can be found in the left-side navigation menu. To select a job and view the details, select the job number (No.). 

 

 

 

 

 

 

11 

Quotes  

Logging a Quote  Logging a quote is very simple. On the left-side navigation menu, select ‘Log Quote’.  From the ‘Log Quote’ page, you can enter all the required quote information. Quotes can also be added directly from the Customer or Site Detail screens, by selecting ‘Log Quote’ within the top menu.  

  

Viewing Your Quotes  Once you have logged your quote, you will be able to view it and conduct various actions from the individual quote page: 

- You can Approve, Upgrade, Cancel, or Send your quote. - You can also edit your quote, and add associated contacts and additional 

information to meet the criteria for your quote.  

12 

  From the ‘All Quotes’ screen, you can browse all the quotes created and see the associated status. 

     

13 

Invoices  

Adding an Invoice  To invoice a job, select the job from the ‘All Jobs’ page, then select ‘Add Invoice’ (located in the top menu). This will automatically create an associated invoice.   

  When on the ‘Add Invoice’ screen, it is possible to update the details, review credits, and approve the invoice.  

  A section of this screen allows the user to update the costs associated with the invoice.   

14 

 

Viewing Your Invoices  To browse all invoices and the associated status, click on the ‘All Invoices’ screen. Similarly, any PPM invoices you may have can be found on the ‘All PPM Invoices’ screen.  

 

 

15 

PPM 

Adding a PPM Contract 

 Adding PPM contracts can be done by navigating to the left-side menu and selecting ‘Add PPM Contract’.  When adding your PPM contract, you must select the customer and site that this contract will be associated with. If the customer or site are not already within the system, they can be added by clicking the green +. A popup screen will appear, as shown below.   

 

Viewing PPM Contracts   To view the entire list of PPM Contracts, select ‘All PPM Contracts’ from the left-side menu.   When viewing all PPM contracts, this will show the key data of the contract and its progress towards completion.  

 

16 

 To view the specific details, click on the contract number. This will load all the details, visits, costs, and other information associated to this PPM contract.  While on the PPM Contract Details page, it is possible to add the visit for the contract by selecting ‘Visits’, located in the top menu.  

 When on this page, select ‘+ Add’ and you will be prompted to add the details, tasks, and assets related to the visit. 

  You will be able to view the full lists of visits associated with this contract from the same screen.    

17 

Renewing Your PPM Contracts  From the PPM Contract Detail page, you can renew the contract by clicking the button at the top right.  When renewing PPM contracts, it is possible to schedule the renewal by either day, week, or month. This will renew the contract with all associated visits.  

   

Purchase Orders 

Adding a Purchase Order  When on a specific job, select the ‘Add Purchase Order’ option in the top menu.  When selected, you will be redirected to the Purchase Order page. Here, you can add the supplier for your purchase order and update the delivery address. This could be the job, engineer, storeroom, or an alternate location.  

18 

 When saved with all the purchase order details, you will be directed to the Purchase Order Detail screen. Here, you can browse and update all the previously updated details, items associated with the purchase order, and the supplier invoices.    

Purchase Order Items  

  As with all Joblogic screens, the Items and Invoice screen will allow you to pre-populate the field with data that has been already added in the ‘Library’ section (found in the settings), or add as you go along. 

Supplier Invoices  

 

19 

View Your Purchase Orders  If you have multiple purchase orders associated with jobs, it is possible to view them by selecting ‘All Purchase Orders’ from the left-side navigation menu.  From this screen, you will be able to view the PO Status, Delivery Status, and Invoice Status, as well as the key details per purchase order.  

  

 

 

 

 

 

20 

Planner 

Understanding the Planner 

 The planner allows you to schedule all your engineers’ work.  

  It is possible to decide which jobs are displayed and the view of the planner from the top navigation menu.  You can also filter jobs via branch class and associated trade.  On the right, you will see all unassigned jobs and engineers. It is possible to add jobs too.  Within the planner, you can view and schedule all your visits.      

21 

 The planner uses many icons to indicate various job/visit statuses. To learn more about these icons, click here.  

Viewing and Logging Jobs in the Planner  When inside the planner, it is possible to view the information on jobs that have already been assigned. This also provides the option to deploy a visit to the mobile application.  

  Also, you can log jobs directly into a time slot for a specific engineer within the Planner screen. 

22 

 

Engineer Tracking  Engineer tracking allows you to view a Live or Historical map of your engineers and live unallocated jobs.   To view these pages, select ‘Engineer Tracking’ on the left-side navigation bar, then either ‘Live’ or ‘Historical’.  

23 

Live Map  When on the Live map, it will show your engineers’ last recorded location as small figures and jobs marked with the job sign.  

  

When selecting the job icon, the following options will appear: 

When selecting the engineer, the following items will appear: 

 

 

 When you select a job on the right side, it will provide a list of all your engineers and the ability to allocate jobs to these engineers.  

24 

  

Historical Map  On the Historical map, you can filter, based on date, to see the movement of a specific engineer. This can support with the future allocation of jobs, providing a greater understanding of your engineers’ movements.    

  

General Settings  Update and manage your profiles from the ‘Settings’ menu. This can be found in the left-side navigation menu.  

Company Details   On the ‘Company Details’ page, you can update all the specific details of your business e.g., address, logo, and any other information relevant to your business.   

25 

By navigating across the bar at the top, you will be able to edit various other settings including:  

● System Settings ○ Update your system details including culture, currency, time and date 

format. ○ Update your companies cost rates. ○ Update invoice and quote detail headers. 

● Financial Details  ○ Update your VAT rate as well as tax rates and nominal codes. 

● Customer Notifications  ○ Update the email events and content used for automated customer 

emails. ● Email Templates 

○ Update the content for emails when jobs, quote, invoices and credits are sent. 

● Company Forms  ○ View and select which forms you would like to use from our list of 

available customer forms.  

  

● Data ○ Permanently delete all data in your system. 

● Account Integrations ○ Automatically connect your Joblogic account with Xero accounting 

software. ● Refcom  

○ Enable the Refcom module and update your member number. ● Payment options   

○ Enable card payments by connecting your Joblogic account to Stripe. Find out how to do this within our release notes here.  

  

26 

Staff  

From the ‘Staff’ page, you can add new users and edit the existing users who are connected with your Joblogic account.   

Adding New Users:  

 

Editing Users:  When you have selected a user, you can edit their details. It is possible to do the following actions: 

- Update notes against a user.  - Update an engineer’s details; adding cost rates, registration numbers, 

working hours and their deductible days allowance. - Add attachments against a user as well as profile images, if you choose to 

use them.  

 

27 

Library  

From the ‘Library’ page, you can update all the following aspects:  

● Parts ○ The parts library holds all your parts information in Joblogic. Here, you 

can add, edit and update any parts information. Parts can also be highlighted as assets and be used for planned maintenance & asset registers. 

● Selling Rates ○ Selling Rates are libraries of individual rates that can be added to 

customer and site records. When added, these will perform the automated pricing of the job as well as deciding what is and what isn't chargeable to your customer. 

● Tasks ○ The task list allows you to define and sub categorise your job types, giving 

you a more detailed, reportable option. These can be varied with all types of trades. 

● Service Types  ○ Service Types allow you to add a list of tasks (with timescales) to a 

particular asset for planned maintenance. ● Tax Rates  

○ Tax codes can be used to add the correct taxation rate to a variety of saleable or purchasable items. These can be added at various levels in Joblogic (e.g., Customers, Sites, Labour, Travel, and Parts). 

● Nominal Codes  ○ Nominal codes are used for financial and accounting reportability. These 

will work alongside your accounts package for integration (where applicable). 

● F-Gas Transaction Reasons  ○ Transaction Reasons are updates that occur whilst working with the F-Gas 

module. These are commonly used reasons for Addition, Removal, and Correction of Gases. 

● Suppliers  ○ A library of all your suppliers. These can be used for raising purchase 

orders for goods/materials as well as services from subcontractors. ● Priorities  

○ Priorities are used to categorise your jobs into their ideal response time. ● Tags 

○ Tags are labels that can be used to customise Joblogic for you. ● Non Productive Time Types  

○ Non-Productive Time Types are used for logging non-productive time for engineers in the Planner. 

28 

● Misc.  ○ The miscellaneous library allows the set up and control of menu options, 

reporting choices, and the categorisation of engineers, customers and assets.  

  

Customer Portal Access  

Add your customer and site users for the Customer Portal. Find out more about the customer portal here.  

History of Imports   

The ‘History of Imports’ page allows you to browse your import history. Also, it is possible to import assets, sites, and customers.   

 

 

 

29 

Importing Data  

A. When you have chosen which data needs to be imported, navigate to the correct menu (customer, site, asset, etc.) and select ‘Import’ from the top menu.  

B. When this is done, download the .CSV file, then populate the exported file with your data and re-upload the template by using the same screen.  

 

  

Sync History  

On the ‘Sync History’ page, you can browse all your sync history. You can browse the data synced between your Joblogic account and Xero.  

Document Templates  From the Document Templates page, you can update and edit document templates for both job sheets and invoices. Ensure to download the guidelines before uploading your templates.  

  

30 

Customer Portal  

Adding Users to the Customer Portal  From the settings menu, select ‘Customer Portal Access’. When this is selected, the Customer Portal overview screen will appear. Here, it is possible to add new users and review all the members who have been provided access.  To add a user, select either ‘+ Add Customer User’ or ‘+ Add Site User’, then you will be able to add the details of your portal user and their user permissions.   

  Once you have selected ‘Save’, the user will be sent an email asking them to activate their Customer Portal account.   When your customer has accepted the invitation, their account will be created and they can login here (Customer Login).  When your customer accesses their portal, they will be able to review current job statuses, quotes, invoices, sites, and general job completion rate statistics. Also, if permission is activated, the customer will be able to log jobs from within the portal. These jobs will appear automatically within your back office.    To see a complete overview of the portal from your customers perspective click here for our video run through.           

31 

 Logging Jobs from Inside the Portal  

   

 

 

 

 

 

 

32 

Refcom 

Adding a Cylinder  It is possible to add all your different cylinders with the required details into the Joblogic system. This can be done by clicking ‘Add’ on the ‘Gas Cylinders’ page. 

 The following popup will appear, allowing you to fill in the required gas cylinder information. 

 

  

33 

Viewing Your Cylinders, Log Books, and Leak Checks  All your cylinders can be easily viewed from the ‘Gas Cylinders’ page.  

  From this page, you can do the following actions:  

● Edit your cylinders’ details.  ● Decant your cylinders. ● Return your cylinders to the supplier. 

  On the ‘Log Books’ page, you can browse all your F-Gas log books.  

  On the ‘Leak Checks’ page, you can see the results from your leak check testing.   

34 

  If you are using Joblogic Mobile, you can update your F-Gas records directly from the job, as seen below.  

    

35 

36