Your Daily Routine

Running a service business means two groups of people are working in Rivvex every day: the office team and the field team.

This guide shows what a good day looks like for each of them.

Morning (Office Staff)

You sit down at your desk. The office is open and the phones will soon be ringing. Here is your first hour in Rivvex:

1. Check the dashboard for overnight messages

The dashboard is your window into everything that happened while you were away.

Look for any **new jobs waiting to be reviewed.
Look for messages from customers. Did someone reply to a quote or an invoice?
Look for **notifications of quote acceptances or declines.

2. Review today’s schedule for conflicts or gaps

Open the schedule and look at the day.

Are all the scheduled jobs showing the correct times and locations?
Is there a crew member with no assignment? If there’s one, consider if there are any jobs that can be added.
Are there any jobs back-to-back that are too close together? Leave time for travel and for the unexpected.
Is the weather a factor? If it’s raining and you have exterior jobs, you may need to reschedule.

3. Follow up on quotes or invoices from yesterday

Look at the “Pending” section of your dashboard.

Quotes sent yesterday that haven been responded to: A quick email or text: “Hi, just wanted to check if you had any questions about the quote. We’re ready to start when you are.”
Invoices sent yesterday that are unpaid: If it’s within the payment window, no need to chase. If it’s past due for this week, a gentle reminder is appropriate.

4. Prepare any new jobs for today’s crews

If new jobs came in today, do the preliminary work:

Make sure the customer information is complete.
Confirm the address is correct.
If a crew member needs to know something special about the job, add a note. They can see it in their mobile app.
If the job isn’t scheduled yet, add it to the calendar and assign it.

Morning (Field Staff)

The day starts early for field workers. They’re on the road at 7:00 AM or earlier.

1. Open the app to see today’s assignments

When they open the Rivvex mobile app, the first thing they see is their Today’s Schedule. It shows every job they’re assigned to, in order, with the time and address.

Example a typical schedule might look like:

7:30 to 8:30: Customer A, 123 Main St, pipe repair
9:30 to 12:00: Customer B, 456 Oak Ave, fence install (Day 1 of 2)
1:00 to 3:00: Customer C, 789 Pine, on-site review

2. Review addresses, contacts, and special instructions

For each job, they tap into it to see the details:

Where: The full address, the best entry point, any notes about parking.
Who to contact on site: “The homeowner will be home. Knock at the side door.
What to do: The job description, the scope of work, and any special instructions from the office.
What to bring: “You’ll need: 200 feet of 2x4s, 100 screws, the drill, the nail gun, the level.

They review each job in the morning so they know the plan for the day.

3. Gather materials and confirm the route

They check their truck to make sure they have everything they need. If the material list says they need 20 feet of pipe and they only have 15, they note it and plan to pick up the remaining 5 feet.

They confirm the route on their phone. Rivvex helps them see the order of their jobs, so they can plan the drive.

4. Mark first job as “En Route” when leaving

When they leave their first location and are on the way to the first job, they tap “En Route” in the Rivvex app.

This does two things:

The office gets a notification that the crew member is on the way.
A record is made in the app that the job has been started.

Throughout the Day

For the Field Team:

**As their status changes, they update the app.

Arrived at the site: Change status from “En Route” to “In Progress.”
Finished the job: Change to “Day Completed” (or “Day Complete” if it’s a multi-day job.
Encounted an unexpected issue, they write a note and take a photo. The note goes into the job record, and the office can see it.

For the Office Team:

**Monitor the day.

If the office receives a phone call from a customer, they can check the app to see the status of the job.
If a crew member sends an on-site note, the office reviews it and acts accordingly.
If the office needs to reschedule a job, they do it in the system, and the crew member’s mobile app reflects the change when they sync.

Communication between the two teams:

If the crew member has a question, they can call the office or send a message through the system.
If the office needs the crew member to do something different, they send a note in the system.
Rivvex keeps the two teams connected, so there’s no “I didn’t know” problem.

End of Day (Field Staff)

The sun is setting, and the work is done. The crew member has a few final tasks.

1. Complete all job entries

Every job they touched today must have a status update in the app.

If a job was finished, it’s marked **“Day Completed.”
If the work wasn’t done, it’s marked as “On Hold” with a note explaining why.
No job is left hanging. Every job has a status.

2. Add notes, take photos, capture signatures

For any jobs that were completed:

Notes: “Installed the new fence panel. Customer was present and satisfied.
Photos: 3 photos of the new panel from different angles.
Signatures: The customer signed on the device, confirming the work was done.

These are captured in the mobile app and uploaded when there’s a connection.

3. Review tomorrow’s assignments

Before they go home, they glance at the next day’s schedule in the app.

“Tomorrow: Job A at 8, Job B at 11, Job C at 1:30.
They know what to prepare and where to go.
They can already start getting the materials they’ll need.

This habit of looking ahead saves time in the morning.

End of Day (Office Staff)

The office is closing. The staff has one final pass through Rivvex.

1. Review today’s completed jobs for follow-up

Open the schedule and look at the day.

Which jobs were marked “Day Completed”?
Do any of them need a follow-up? (For example, a multi-day job where Day 1 is done and Day 2 needs to be scheduled for the next day.
If a job needs more attention, make a note to handle it tomorrow first thing.

2. Address any outstanding drafts or pending reviews

Check the dashboard for:

Any jobs in “To Review” status that have been waiting?
Any quotes that were sent but not accepted?
Any invoices that are past due and need a reminder?

Handle what you can today. Defer the rest to tomorrow morning.

3. Prepare for tomorrow’s schedule

Review the schedule for tomorrow.

Are all the jobs that need to be done, scheduled?
Are there any gaps that could be filled?
Is any crew member overloaded? Can a job be moved to balance the day?
Are there any jobs that need to be re-confirmed with the customer? (For example, “Hi, just confirming your repair is still set for tomorrow at 10.”)

4. Shut down with a clear head

The final review is done. The system is up to date. Tomorrow’s schedule is set.

The office staff can close their laptops and head home, knowing everything is in order.

Quick Checklist

Morning: Office

Check dashboard for overnight messages
Review today’s schedule for conflicts or gaps
Follow up on quotes and invoices from yesterday
Prepare new jobs for the day’s field crews

Morning: Field

Open the app to see today’s assignments
Review addresses, contacts, and special instructions for each job
Gather materials and confirm the route
Mark first job as “En Route” when leaving for it

Throughout the Day

Update job status as it changes (En Route → In Progress → Day Completed)
Document unexpected issues in the app
Communicate with the other team through the system

End of Day: Field

Complete all job entries (no job left in limbo)
Add notes, take photos, capture signatures for completed jobs
Review tomorrow’s assignments

End of Day: Office

Review today’s completed jobs for follow-up
Address any outstanding drafts or pending reviews
Prepare for tomorrow’s schedule
Confirm tomorrow’s jobs with customers if needed

Your Daily Command Center Quick Tips