Creating a Job

Creating jobs in the Trak platform is simple and flexible, providing multiple entry points to start the job creation process. This guide will walk you through the various ways to create jobs and the key features available during job setup.

Starting a Job

In Trak, everything starts with creating a job. This centralizes all related activities, such as adding files, photos, documentation, or emails. You can allocate staff, create quotes, and manage different aspects of the job depending on your business needs.

Methods to Create a Job

  1. Main Dashboard: Click the plus button at the top to open a new job card.
  2. Job Calendar: Use the plus button at the top right of the job calendar.
  3. Inbox: From the emails tab, create a job from an email by either allocating it to an existing job or creating a new one, pulling the email into the job upon creation.
  4. Jobs Tab: Navigate to the jobs tab and use the new job button at the top to start a new job.

Job Card and Automation

When creating a job, the job card opens up, allowing you to enter details. Automations can also be set to automatically create jobs based on specific triggers. Use the Trak booking form under settings and integrations to create booking forms that clients can fill out, automatically generating jobs in the system.

Customizing Job Details

  • Job Naming: Set default job names using placeholders like site address, client name, job type, or a combination of these.
  • Job Description: Provide detailed descriptions to guide staff and ensure consistency. Descriptions can flow through to quotes and reports, saving time on re-typing.
  • Scripts and Templates: Create scripts for common job descriptions under your name in the templates section, allowing quick insertion of standard text.
  • Site Address: Link to mapping for easy location tracking.
  • Client Information: Sync with systems like Xero or QuickBooks for seamless client data integration. Add multiple contacts and their details for efficient communication.

Advanced Features

  • Privacy Settings: Make jobs private so only admin or manually added users can view them.
  • User Management: Add users to jobs as needed, either immediately or later as the job progresses.
  • Dates: Specify start and end dates to plan work on your job calendar.
  • Job Types: Categorize jobs to capture critical information, analyze profitability, and understand business performance. Custom fields can be added based on job types.
  • Job Statuses: Customize statuses to fit your business workflow, from inquiry to approved job, ensuring clear tracking of job progress.
  • Folders and Custom Fields: Set up default folders and custom fields under company settings to streamline job creation and ensure all necessary information is captured.

Utilizing Custom Fields

Custom fields are essential for capturing detailed information specific to your business. These can include purchase order numbers, insurance details, or job-specific data. Custom fields ensure all relevant information is easily accessible and can be included in PDFs, displayed on calendars, or shared with subcontractors.

Conclusion

The Trak platform offers a versatile and comprehensive job creation process tailored to various business needs. By leveraging the platform's customization options and automation features, you can efficiently manage jobs from inception to completion. For any further assistance or queries, please contact our support team. Thank you for using Trak.