Creating Jobs

This page covers how to create a new job in Rivvex, whether it comes from a phone call, a website form, a walk-in, or a referral.

Ways a Job Can Come In

Before you can create a job, you need to know who it’s for and what work is needed. Here are the common ways a job enters your system:

The Phone Call (Most Common)

A customer calls and describes the issue.

• You capture the caller’s name, phone number, and a brief description on the call.
• You create the job from your desk.

The Website Form

The customer fills out an online form on your website.

• The form data appears in Rivvex as a lead.
• You turn the lead into a customer and create the job.

A Walk-In or Email

The customer comes to your office or sends an email.

• The process is the same: create the customer, then create the job with the details.

Step-by-Step: Creating a Job from a Phone Call

1. Open Rivvex and go to the Dashboard.

   • Click the “New Job” button in the top right corner of the screen.

2. Enter the customer information.

   • First Name: The caller’s first name.
   • Last Name: The caller’s last name.
   • If a customer with the same name and phone number already exists, the system will show a matching record. You can choose to use the existing record or create a new one.

3. Choose the approach for this job.

   • All information available: If the caller told you everything you need (the scope, the location, the price), you can go straight to creating the quote.
   • Need an on-site review first: The caller described the issue but you can’t price it from the call. Mark the job as “To Review” and schedule a site visit.
   • Partial information: The caller has some details but not all. Create the job with the information available and add a note: “Missing X. Will confirm with customer by [date].”

4. Fill in the job details.

   • Job Title/Subject: A short name for the job, like “Kitchen Sink Repair” or “Deck Assessment.”
   • Description of Work: A paragraph describing the issue. Example: “Customer reports a leak in the sink. It started 2 days ago. Water’s pooling on the floor. The customer isn’t sure if it’s the pipe or the sink itself.”
   • Service Location: The address where the work will happen. If the address is the customer’s home, it’s the same as the customer’s address. If it’s a different location (like a business), enter the job’s address separately.
   • Job Type: Select from the dropdown (Repair, Installation, Inspection, Maintenance, Emergency, etc.). This helps with filtering and reporting later.
   • Estimated Price: If you know the price, enter it. If not, enter a note instead: “Price TBD. Needs on-site review to determine.”

5. Set the schedule.

   • If the customer is available for the work, look at the schedule and pick a date and time.
   • If the work needs a site visit first, schedule the review.
   • If there’s no schedule yet, the job stays in “Draft” or “To Review” until you assign a date. Note: The schedule is a guide, not a promise. Don’t put a date in the system until the customer’s confirmed they’ll be there.

6. **Add the crew member or group.

   • Select the crew member or group that should handle this job.
   • If you aren’t sure yet, leave it blank. You can assign it later when the site visit’s done and the quote’s accepted.

7. Add any notes.

   • “Customer prefers to be called in the morning.”
   • “Has a dog, so be careful at the gate.”
   • “Follow up with the customer by 3 PM to confirm the time.”
   • Any relevant detail that the next person in the chain needs to know.

8. Save the job.

   • Click “Save” in the top right corner. The system creates the record. The job is now in the dashboard and the schedule.

Step-by-Step: Creating a Job from an Existing Customer

If the customer is already in the system, the process is simpler.

1. Find the customer.

   • Go to the customer directory.
   • Search by name or phone number.
   • Open the customer’s record.

2. **Click “New Job” in the customer’s record.

   • The job’s automatically linked to this customer. You don’t need to re-enter the customer’s name, phone, or email.

3. Fill in the job details as described above.

   • Subject, description, type, price, schedule, crew, and notes.

4. Save the job.

   • The job’s linked to the customer’s history. If this customer’s had 5 jobs with you before, this is the 6th. All 6 are visible in the customer’s record.

Common Mistakes When Creating Jobs

**Forgetting to enter the address.

• The crew needs to know where to go. If the address is missing, the job is incomplete. Make sure the address is correct and complete.

**Not setting the job type.

• The job type helps with reporting and crew assignment. Make a habit of selecting the right type (Repair, Installation, Inspection, etc.) when you create the job.

**Skipping the initial note.

• If the caller says “Call me back by 3 PM,” put that in the notes. The note saves you (and the crew) from missing the deadline.

**Setting a price that’s too firm.

• If the information is incomplete, the estimate is just a starting point. The customer can change it later. If the customer pushes back, the price can be revised. The note about the price being “Estimate, subject to on-site review” protects you from a situation where the final cost is much higher.

Quick Reference: What Every Job Needs

At a bare minimum, every new job should have:

• Customer name and phone number
• Brief description of the issue
• Service location (address where the work will happen)
• Job type (what kind of work is it?)
• Status (Draft, To Review, Quotable, etc.)

The rest (price, schedule, crew assignment, notes) can be added later. The 5 items above are the foundation. Without them, the job’s incomplete.

Next

After you create the job, the next step depends on the information you have:

• If the information is complete, see the “Creating a Quote” section.
• If you need to inspect the site, see the “On-Site Review” section.
• If the customer isn’t sure about timing, see the “Rescheduling” section.

Creating the job is the first step. The rest of the journey is in the other guides in this documentation.