Overview

A Workshop Job is a scheduled block of time for a vehicle that communicates to the operations team that the vehicle may not be available for allocation during that period. Jobs appear on the workshop schedule and create a conflict in operations if a driving job is allocated to the same vehicle at the same time.

Jobs contain one or more Tasks. Tasks are where the actual work is recorded, including parts used, labour time, checklists, and notes. The job itself is purely the schedule; the task is the work.

🧠 See also: Workshop Task Overview

Job attributes

Field Description
Asset The vehicle or asset the job is scheduled for.
Owner The asset's owner, filled in from the asset. Read only.
Start When the job is scheduled to begin.
End When the job is expected to be complete.
Depot The workshop depot where the work will be performed. Read only when there is only one workshop depot.
Is Timing Flexible Controls whether the vehicle is available to operations during the scheduled time (see below).

Is Timing Flexible

The Is Timing Flexible flag determines how the job interacts with operations vehicle allocation.

Setting Effect
Yes The job can be done at any point during the day, so it doesn't block the vehicle. The vehicle remains available to the operations team for allocation during the job's scheduled time. No conflict is raised.
No The vehicle is unavailable to operations for the full scheduled period. If operations attempts to allocate the vehicle to a driving job during this time, a conflict will be raised.

Use Yes for flexible workshop tasks such as general maintenance that can be worked around. Use No when the vehicle genuinely needs to be off the road, for example a heavy vehicle inspection or significant repair.

Job status

Jobs don't have their own status field. The State filter on the Jobs list groups jobs by their tasks:

Recurring jobs

Jobs can repeat on a regular schedule, for example a weekly general inspection for a particular vehicle. Jobs whose tasks are all General can be repeated: open the saved job and choose Recur from the triple dot menu.

Each date becomes a separate job. Change or delete each one on its own.

🧠 Learn more: Recurring Jobs

How jobs are created

Jobs are most commonly created implicitly when a task is scheduled: the system creates the job automatically for the given time and links the task to it. Jobs can also be created manually from the Jobs list.

Implicit job creation (scheduling a task)

This is the most common path. Whenever you schedule a task, the system creates a job for the asset at the specified time and links the task to it automatically.

Examples of where this happens:

Where you schedule from What triggers it
Services Due by Date / Services Due by Kms Selecting a service and scheduling it creates a new job for the asset at the chosen time, with the PM task linked.
Workshop → Tasks (Future Tasks backlog) Selecting Schedule This Task → Create New Job creates a job and links the task to it.
HV Machinery Schedule Scheduling a machinery inspection creates a job and links all preparation and inspection tasks.
Defect raised Scheduling the linked defect task creates a job for the asset.

In each case you set the start and finish time, depot, and Is Timing Flexible. The job and task linkage happen automatically.

Manual job creation

You can also create a job directly from the Jobs list without starting from a task. This is useful when you want to block out time for a vehicle before the specific tasks are known.

  1. Navigate to Workshop → Jobs.
  2. Click ➕ (Create a Job) in the header.
  3. Select the Asset.
  4. Set the Start and End date and time.
  5. Select the Depot (if applicable).
  6. Set Is Timing Flexible as appropriate.
  7. Add the job's tasks with Add Task.
  8. Click Submit to save.

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Adding tasks to an existing job

There are two ways to attach an unscheduled task to a job that already exists.

From the Manage Job page

When viewing or editing a job, the right-hand Other Work panel lists the asset's Future Tasks for Asset: tasks that have been raised but not yet scheduled. While the job is being created or edited, each of these tasks shows a chain icon (🔗) that adds it to the job.

  1. Open the job from Workshop → Jobs and click Edit.
  2. Under Other Work → Future Tasks for Asset, find the task you want to attach.
  3. Click the chain icon on that task.
  4. Click Submit. The task is linked to the job when the job is saved.

This is the quickest way to group related work - for example, attaching a defect task that came in for the same vehicle while the job is already being set up.

From the Future Tasks list

  1. Navigate to Workshop → Tasks.
  2. Find the task and open the Triple Dot Menu.
  3. Select Schedule This Task.
  4. Choose Attach to Existing Job and select the job.
  5. Click Schedule.

🧠 Learn more about tasks: Workshop Task Overview

The HV Machinery Schedule

The HV Machinery Schedule (Workshop → Jobs → HV Machinery Schedule) is a calendar view of jobs involving heavy vehicle inspections. It shows upcoming inspection due dates alongside scheduled preparation tasks.

🧠 Learn more: Scheduling Heavy Vehicle Inspections

In This Topic

Related Topics

Workshop Task Overview

Viewing and Managing Future Tasks

Recurring Jobs

Flexible Job Scheduling

Scheduling Heavy Vehicle Machinery Inspections