Quick Tips

These are the shortcuts, habits, and common mistakes that can make a big difference in how you use Rivvex every day.

Use the Dashboard as Your Command Center

Start every day with the dashboard. It shows you what needs attention first. If a customer replied to a quote, it’ll be there. If a job is overdue, it’ll be there. If a job is in progress, it’ll be there. Don’t skip the dashboard.

Shortcuts When Creating Jobs Quickly

You don’t always need the full form to get started. Enter the caller’s name, a brief description, and a location if you have it. The rest can be added later. The sooner the job is in the system, the sooner the work can begin.

Batch Scheduling for Geographic Efficiency

When you have multiple jobs in the same area, schedule them together on the same day. This saves hours of driving time and gets your crew to more jobs. Look at the map view in the schedule to spot clusters.

Use Templates for Repetitive Work

If you do the same type of work often (weekly lawn care, quarterly HVAC checks, monthly pool maintenance), create templates. When a new job of that type comes in, click the template and it fills in the standard scope. You only customize the address, the date, and the price.

Set Up Follow-Up Reminders

If a quote was sent and not answered, set a reminder in the job notes to follow up in 3 days. The reminder appears on the dashboard. This way, no sale is lost because nobody remembered to check.

Common Mistakes to Avoid

**Forgetting to update the status. If a job is done, mark it as done. An outdated status causes confusion for both the office and the field team.

**Skipping the on-site review photo. Always take at least one photo of the site when you do an on-site review. The photo is evidence, and it helps the person who needs to do the work later understand the situation.

**Not confirming with the customer before a major job. If the scope has changed or the price has changed, make sure the customer agreed before you start. A change order without approval can lead to disputes.

**Leaving a job without a signature or confirmation. A completed job without a record of acceptance is a job that could be called back. Always document that the customer acknowledged the work.

Use the Search Bar and Filters Effectively

The search bar at the top of the job list is powerful. Type a name, an address, or a keyword, and the system will find the matching jobs.

Use the filters to narrow down what you see:

• By status: “Show me all jobs that are ‘In Progress.’”
• By crew member: “Show me all jobs assigned to Mike.”
• By date range: “Show me all jobs scheduled for this week.”

Filters save time when you need to find a job in a long list.

Communication Best Practices: Office ↔ Field

The office:

• When a customer calls with a change (new time, new location, new scope), update the job in the system immediately.
• Add a note that explains what changed and why. The field team will see it on their next sync.
• Don’t assume the field team knows. If it isn’t in the system, they don’t know it.

The field team:

• If something unexpected happens on site (the job is different than described, the customer wasn’t home), record it in the app as soon as you can.
• Take photos. They are worth a thousand words.
• Don’t wait to get back to the office to report a problem. Send it now.

Both teams:

• Trust the system. If it’s in Rivvex, it’s the truth.
• Avoid side conversations via text or phone that aren’t reflected in the system. The system is the single source of truth.

One More Thing

If you’re unsure about how to do something in Rivvex, the answer is in the job record. If a note, a photo, a quote, or a status is missing, add it now. The more complete the record, the easier it is for everyone involved, and for future you, when you need to look back at what happened.

These tips aren’t optional. They’re the habits that turn a working system into a well-run business.