Schedule and complete a work order

Once the customer has approved, you book a technician for a time slot. The technician then starts the job and completes it, from the work order in the office or from the job page on the phone, and the parts used leave stock.

Before you start

• The work order must be Approved. See Create a work order and quote.
• You need the right Manage Services & Maintenance.

Steps

1. Open the work order from Field jobs → Work orders.
2. Under Actions, open Schedule technician.
3. Choose who it is Assigned to.
4. Set the Start time and End time. Times are in your organisation's time zone, shown next to the fields.
5. Select Schedule technician. The order moves to Scheduled and appears in the technician's My jobs.
6. When the technician begins, open Start and select it. The order shows In progress. A technician working on the phone does this with the first tap on the job page.
7. When the work is done, open Complete.
8. Type the completion report in Details: what was done and what was used.
9. Select Complete. The order moves to Completed. On the phone, Finish job completes it.

Good to know

• You can also assign approved orders from the dispatch board, which shows each technician's day or week.
• Kluvan refuses a slot that overlaps another order already scheduled for the same technician, and a slot longer than seven days.
• To change the time or the technician of a scheduled order, use Schedule technician again. The old slot is freed.
• The check against time off in HR is prepared, but HR does not share time off with Field jobs yet. Check the HR time-off calendar before you book.
• Parts on an order done only in the office. Completing the order takes every Spare part line that names a stock product out of the branch's stock, once. Check the quantities before you select Complete.
• Parts on a job done on the phone. Once anyone has worked on the job page (a tap, a checklist tick, a material), the job has a job sheet. Its planned parts are no longer taken at completion: the materials the technician records are taken from the van or branch stock when the office approves the job. See Review finished jobs.
• If the stock cannot be updated (for example, the part is short), the order shows Pending and a message. Fix the cause, such as receiving the part, then select Retry. Kluvan finishes the saved operation without taking the parts twice.
• Cancelling a scheduled order frees the technician's slot.
• Next: invoice the work order.