Editing Jobs

Jobs change. Customers have new schedules. Scopes get updated. Prices are revised. This page covers how to make those changes in the system.

Common Reasons to Edit a Job

You might need to edit a job for any of these reasons:

• **The customer’s schedule changed. They can no longer make the original appointment.
• **The scope changed. The crew member found something extra that needs to be done.
• **The price changed. The on-site review revealed that the initial estimate was low or high.
• **The address is wrong. You had a typo when you created the job.
• **The crew changed. The original crew member called in sick, and another crew member is covering.
• **The job type changed. What you thought was a repair is actually an installation.
• **The customer’s contact info changed. They have a new phone number or a new email.

All of these edits are handled in the same way: open the job, make the change, save, and the system updates everything.

Step-by-Step: Editing a Job

1. **Find the job in the dashboard or the schedule.

   • You can search by customer name, by job subject, or by the job ID.
   • If the job is scheduled, it will appear on the schedule for that date.
   • If the job is in draft, it will appear on the dashboard under “Pending / To Review.

2. Open the job.

   • Click on the job to open the full job record.

3. Make the change you need.

   • Every field is editable (unless the job is already in a “locked” status, which is rare. More on that below.)

4. Save the job.

   • Click “Save” to update the record.
   • The change is logged. The system records who made the change, when, and what was entered.

Editing Specific Fields

Changing the Schedule

If the customer can’t make the original time:

1. Open the job.
2. Look at the “Scheduled Date” and “Scheduled Time” fields.
3. Enter the new date and time.
4. If the new time conflicts with another job on the same crew member’s schedule, the system will flag the conflict. You can:
   • Move the other job to a different time, or
   • Move the current job to a different crew member.
5. Save the job.
6. The system sends an update to the old time.

Important: Always confirm the new date with the customer before putting it in the system. A schedule change is a commitment. Make sure the customer agrees.

Updating the Scope of Work

If the job description changes (for example, the original “repair the fence” becomes “replace the entire fence”):

1. Open the job.
2. Find the “Description of Work” section.
3. Update the description to reflect the new scope.
4. Add a note: “Scope changed by request on [date]. Old scope was: [copy the original description if available. New scope: [the updated description].”
5. If the scope change affects the price, update the price as well.
6. If the scope change requires a new quote to the customer, create a revised quote (see the “Change Orders” section in the “When Things Go Wrong” guide for details.

Changing the Price

If the price was wrong or the scope changed and the price is now different:

1. Open the job.

2. Find the “Estimated Price” or “Quoted Price” field.

3. Enter the new amount.

4. Important: If the old quote was already sent and accepted, you shouldn’t just change the price. Instead, create a change order or a **revised quote. The original quote stays in the record, and the new quote’s added. This way, the history’s clear.

5. If the customer hasn’t yet accepted the quote, you can update the price and send the corrected version. The old quote’s replaced in the system.

6. Add a note explaining why the price changed. This is important for future reference and for protecting your business in case of a dispute.

Changing the Assigned Crew Member

If the original crew member is no longer available:

1. Open the job.
2. Find the “Assigned To” field.
3. Click the dropdown and select the new crew member (or the new crew).
4. The system notifies the new assignment.
5. The new crew member’s mobile app will show the job in their schedule. The old crew member’s app will remove it.

Note: If the old crew member has already done some work or has gathered information in the on-site notes, the new crew member can see everything. The notes are part of the job, not of the individual crew member.

Updating the Service Address

If the address was entered incorrectly:

1. Open the job.
2. Find the address fields (street, city, state, zip.
3. Correct any errors.
4. Save the job.

If the correct address wasn’t known when the job was created:

1. Contact the customer for the correct address.

2. Enter it in the “Service Location” section.

3. Add a note: “Corrected address confirmed with customer on [date].”

4. Ensure the customer’s primary contact (phone, email) also has the updated address if it has changed there too.

When You Cannot Edit (Locked Fields)

Some fields become “locked” after a certain stage of the job:

• The accepted quote amount is locked if the job’s already in progress. You can still create a change order, but you can’t change the accepted quote. This protects both you and the customer. If the scope changes, create a new quote rather than editing the old one.
• The customer’s signature date is locked after the signature’s captured. You can’t change when the signature was taken.
• The status history is a record of what happened and when. You can add new statuses, but you can’t change the history. Accuracy matters here.

Locking completed work keeps the record trustworthy.

Best Practices for Editing

1. Always add a note when you make a significant change.

   • “Price revised from $800 to $1,100 due to additional scope: X.
   • “Crew changed from Mike to Sarah because Mike called in sick.

2. **Communicate the change to the other team members.

   • If the crew member was assigned to the crew member’s job, make sure the change is reflected in the schedule.
   • The customer should be informed of any change that affects them (new time, new price, new scope).

3. **Do not make changes in the system without the reason.

   • If you aren’t sure, don’t change it. It’s better to have a slightly wrong record than a wrong one. If the data’s correct, the record’s clear.

4. **If the customer asks you to make a change, do it in the system, not in a separate note.

   • The system is the record of truth. If the customer says “Change the time to 3 PM,” you update it in the system. That’s the change. A note on a sticky isn’t a change.

Quick Reference: Common Edits

When to Contact Support

If you’re trying to edit a job and the system’s behaving unexpectedly:

• A field that should be editable is locked.
• The schedule isn’t showing the updated time.
• The customer’s record isn’t updating.
• You get an error message.

Contact the support team at support@rivvex.com. We’re here to help.

The bottom line is: Editing a job is a routine part of the workflow. Changes happen. The system is built to handle them. Just be thorough in how you make the change, and the record will always be accurate.