Action Items: Your Daily Command Center
The Action Items dashboard is where you start your day. It shows everything that needs your attention right now, organized by priority so you never miss something important.
Think of it as a smart to-do list that the system generates automatically based on the state of your jobs, equipment, invoices, and team.
How to Access Action Items
Click Action Items in the left sidebar. You’ll see a badge counter showing how many items need attention. The number updates in real-time as things change.
Priority Groups
Action items are organized into 3 priority levels:
Urgent
These need immediate attention. Something is overdue, broken, or blocking other work.
Action Needed
These require a decision or action from you, but they’re not emergencies.
Ready
These are items that are ready for the next step: an invoice ready to send, a job ready to schedule. They don’t need fixing, they just need you to move them forward.
Types of Action Items
Unscheduled On-Site Reviews
What it means: A job needs an on-site review, but no one has been assigned to go look at it yet. What to do: Open the job and schedule the review. Pick a date and assign a crew member to visit the site.
Unscheduled Jobs
What it means: A customer has accepted a quote, but the job hasn’t been put on the schedule yet. What to do: Open the job and schedule it. Pick dates, assign a crew, and confirm the schedule with the customer.
Draft Jobs (Stale or Scheduled)
What it means: Jobs that were saved as drafts but never completed, or draft jobs that somehow got scheduled without all required fields. What to do: Open the job and fill in the missing information, or decide if it should be cancelled.
Pending Quotes
What it means: Quotes that were sent to customers but haven’t been accepted yet, and it’s been a while. What to do: Follow up with the customer. Resend the quote, call them, or decide if the opportunity has passed.
Critical Equipment Issues
What it means: A piece of equipment has been reported as broken or needing urgent attention. What to do: Review the issue, decide if the equipment can still be used, and schedule a repair or replacement.
Overdue Equipment Maintenance
What it means: A piece of equipment is past its scheduled maintenance date or meter reading. What to do: Schedule the maintenance or mark it as completed if it was done outside the system.
Due-Soon Equipment Maintenance
What it means: Equipment maintenance is coming up soon. It’s not overdue yet, but it’s close. What to do: Plan ahead. Schedule the maintenance before it becomes overdue.
Invoice Ready to Review
What it means: Someone on your team has prepared an invoice and it’s waiting for a reviewer to check it before sending. What to do: Open the invoice, review the line items and totals, and approve it for sending. Required role: Invoice Create or Invoice Submit.
Invoice Ready to Submit
What it means: An invoice has been reviewed and approved. It’s ready to be sent to the customer. What to do: Open the invoice and submit it. The system will email it to the customer. Required role: Invoice Submit.
Ready for Invoice
What it means: The work is done and the customer has signed off, but no invoice has been created yet. What to do: Open the job and prepare the invoice from the completed work.
Verify Adjusted Time
What it means: A timesheet has been automatically adjusted (based on your site’s time adjustment rules) and needs a manager to verify it’s correct. What to do: Review the adjustment, confirm or override it.
Review Time Off Requests
What it means: A team member has requested time off and it’s waiting for approval. What to do: Review the request, check the schedule for conflicts, and approve or reject it.
Customer Communication Follow-Ups
What it means: A customer communication (email or SMS) needs a follow-up. Maybe they didn’t respond, or you snoozed a reminder and it’s time to check back. What to do: Review the communication history and follow up with the customer.
Making Action Items Part of Your Routine
The most effective way to use Action Items is to make it the first thing you check every morning.
Morning routine for the office:
- Open Action Items.
- Handle anything in the Urgent group first.
- Work through Action Needed items: schedule jobs, follow up on quotes, review invoices.
- Move Ready items forward: submit invoices, assign crews.
- Check back in the afternoon for anything new.
How badge counters help: The badge counter on the Action Items navigation link shows you at a glance whether anything new has come in. If the number goes up during the day, something needs your attention.
Tips
- Don’t let items pile up. Action Items work best when you clear them regularly. A backlog of 50 items means you’re missing things.
- Use it for delegation. If you see an invoice that needs review, that might be a job for your bookkeeper. If you see unscheduled jobs, that’s for the dispatcher.
- It covers everything. You don’t need to remember to check each part of the system separately. Action Items surfaces the important things from jobs, equipment, invoicing, timesheets, and customer communication all in one place.