Speed up job creation by setting up default job details, which will prepopulate when adding new jobs for customers. These templates also offer advanced configuration options for automation, allowing you to streamline workflows and ensure consistency across all job types.
How to access job description templates
➡️ Go to your Profile icon → Choose Settings → Locate Jobs in the categories menu → Click View next to Job description templates
Adding a new job description template
When you create a new template, you first establish the basic settings, including how the job appears in your diary and online portals.
Enter a Job description name.
Assign an appointment colour to identify these jobs on the diary.
Configure portal integration settings if required:
Tick Appear in website integration to enable this job for your website booking portal.
Checking this box will display 'Yes' in the 'Display on self service portal' column within the job description templates list.
Tick Appear in customer login portal to make this job visible to customers logging in.
Checking this box will display 'Yes' in the 'Display on add job from' column within the job description templates list.
Set the Time to complete to determine the appointment duration for self service portal bookings and customer portal bookings.
Enter an Online portal price to display an estimated cost to the customer.
Click Save.
Once saved, the template appears in your list and is ready for detailed configuration.
Configuring template settings
After creating a template, you can configure advanced rules such as default values, mobile workflows, and automation logic.
Default job values
This section sets the standard information applied when a job is created using this template. These can be manually adjusted for specific jobs when adding if needed.
Job notes: Add any default notes relevant to jobs using this template.
This can be used to help users take the required information when scheduling jobs, for example, add a list of questions to ask the customer if a customer calls to schedule a job.
Skills: Select any skills from the dropdown menu to ensure only users with the correct skills assigned will be scheduled for these jobs.
Users who do not have the skills added here cannot be selected when adding an appointment.
Quoted amount: Enter a default quoted amount for the job.
Service reminder 1/2/3: Select up to 3 service reminders to assign to the job. When a service reminder is selected:
If the reminder already exists for the customer, it will be automatically applied to the job.
If the reminder does not exist, a new one will be created for the customer when the job is added.
If only one service reminder is added, the job will be created as a service job.
Business unit: The business unit is used for both reporting purposes and will automatically be selected on invoices raised for these jobs.
Priority: Select the urgency for these jobs.
Pipeline: Connect a Job pipeline for reporting on the Job dashboard.
Job pipelines are available on the Customer Journey plan and above.
Schedule appointment: Tick this box to automatically navigate to the Diary/Schedule when the job is saved and schedule the appointment right away.
ll fields in default job values are optional, and you can configure any combination to customise the job descriptions.
Mobile experience
Control which workflows your engineers complete on site. You can add multiple workflows for arrival and reporting, or set defaults.
In the first column, select the relevant workflow name.
Set the default workflow: If you have multiple assigned for either Arrive workflow or Job report workflow, you can set the default that will be selected when the appointment is scheduled.
If only one workflow is assigned, it will always be the default and it will not be displayed for selection when the appointment is created.
Click save.
If a job arrive/report workflow template is archived after appointments are created, mobile users will still see that workflow and need to complete the workflow for that appointment. The workflow will only be archived for future events.
Invoicing
You can automate financial details to speed up invoicing and ensure accurate charging.
Pricing items
Add pre-configured pricing items to the job. You can set the time included in the price (e.g., 60 minutes) and choose whether unused time carries forward to subsequent appointments
Select a pricing item: Select the pricing item from the list.
Set the time included in the price: Set the amount of time that you will include for the pricing item selected.
For example, if your pricing item includes an hour's labour for a routine service, enter '60' here. Time over this will be chargeable.
Does time carry forward?: Tick this box to carry forward any unused time from the pricing items assigned to these jobs to a second appointment if one is required.
Click save.
Labour rates
Select the default labour rate to apply to these jobs from the dropdown menu.
Click save.
Automatically invoice
Use this section to set up rules for automatically invoicing jobs created with this template.
Click Add invoice rule.
Customer type: Select the customer type this rule applies to.
Each invoice rule applies to one customer type.
Rule: Choose when the invoice should be generated:
Pre-final invoice: The invoice is created when the job is created and will be converted to a final invoice automatically. It will be available for review in the invoices tab on the job.
Automatic on completion of job: A final invoice will be created automatically once the job is marked as complete.
Set invoice as draft?: Tick this box if you want the invoice to be created as a draft.
Description: Enter a description for the invoice.
Invoice breakdown: Select how the invoice should be broken down:
No breakdown: One line item with the total amount.
Breakdown by category: Separates labour and parts.
Full breakdown: Each item listed individually.
Full breakdown by category: Items grouped under labour/parts categories
Business unit: Choose the business unit for the invoice.
User group: Select the user group this rule applies to.
Email: Choose whether to email the invoice and to whom:
Don't email
Email job contact
Email main contact
Default nominal code: Select the default nominal code for the invoice.
Click Save.
You can add multiple invoice rules to a job description for different customer types. Repeat the steps outlined above.
Automatic invoice rules override the default values.
Portals
Booking portal
If you're using the embedded website booking portal, you can set the number of days into the future that the route optimisation engine will consider when picking the first available appointment for the customer. This is useful if you'd rather push less important job types into the future, helping to keep immediate slots available for emergency work. You are also able to define specifically which engineers should be considered.
How many days after the current date do you want to show appointments for: Enter the number of days into the future for which appointments should be shown.
Engineers to be used for scheduling: Choose between:
All engineers with given skills
Select engineers: If you choose this option, a dropdown menu will appear where you can select specific engineers.
The engineers selected must also have the relevant skill as well as being listed here.
Click save.
These booking portal settings apply only to the website booking portal. They are not used for bookings via Suggested appointments, Service reminder portal, or Work address booking portal.
How to edit the job description template
There are two ways to edit the job description templates
Edit the template details
Under the actions column, click Edit
Make changes in the side panel
Click Save
Edit the template configuration
Under the actions column, click Configure
Click on the section to edit
Save each section as you make edits before navigating away to ensure your changes are not lost.
Edits to job description templates will apply to new jobs created after saving the changes.
If the job arrive workflow(s) or job report workflow(s)are changed on a job description template, any existing appointments for related jobs will not be changed. To change the template assigned to an appointment after this, you will need to delete the appointment and create a new one.
How to clone a job description template
Clone the job description template to create an exact copy of the selected template.
➡️ Under the actions column, click Clone → Type “clone” in the confirmation pop-up → Click clone.
How to delete a job description template
If the template has not been used on any jobs yet, you can delete it completely.
This action is irreversible, so proceed with caution. Consider that a template must not have been used on any jobs for it to be eligible for deletion.
➡️ Under the actions column, click Delete → Type “delete” in the confirmation pop-up → Click delete.
How to archive a job description template
If the template has been used on any jobs, it cannot be deleted and must be archived instead.
➡️ Under the actions column, click Delete → Type “archive” in the confirmation pop-up → Click archive.
Archiving is advisable for templates that have been used on jobs but need to be removed from active use. Both archiving and deleting are irreversible actions, so proceed deliberately.
Common questions
Why can’t I delete my job description template?
Why can’t I delete my job description template?
If a job description template has been used on any jobs, the system prevents it from being deleted. Archiving is the only option to remove such templates from further use.
Can I access an archived template?
Can I access an archived template?
No, archived templates are entirely removed from view in Commusoft and cannot be accessed.
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