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Operations

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Operations: Scheduling & Routing Operations: Job Management Operations: Property Management Operations: Common Workflows

Operations: Common Workflows

Jeremy Mckinney

Last Update 4 bulan yang lalu

Crew Ops Pro is designed to streamline the chaos of field service into predictable, efficient steps. This guide outlines the three most common operational workflows you and your team will use daily: the standard "Quote-to-Cash" cycle, handling Emergency Jobs, and managing Online Bookings.

Workflow 1: The Standard Service Cycle (Quote-to-Cash)

This is the "Happy Path" for most non-emergency work, taking a customer from an initial inquiry to a paid invoice.

1. Capture the Lead

• AI Receptionist: If a customer calls your dedicated line, the AI Receptionist answers, answers questions using your Price Book, and automatically creates a lead in the CRM if the customer wants to proceed.

• Manual Entry: You can also manually add a lead by clicking "New Lead" and entering the client details and service source.

2. Create & Send Estimate

• Navigate to the Lead or Client page and click "Create Estimate".

• Smart Estimator: Use the AI-powered "Smart Estimator" to get recommended pricing based on the job description, location (ZIP code), and complexity.

• Price Book: Alternatively, drag and drop line items directly from your Price Book for standard services.

• Send: Click "Send" to email the professional PDF to the client. They can also view and approve it directly in the Customer Portal.

3. Convert to Job

• Once the client approves (you will receive a notification), open the Estimate.• Click the "Convert to Job" button.

• Automation: The system automatically creates a new job, transfers all line items/pricing, and links the client and property. No data re-entry is required.

4. Schedule & Dispatch

• The job is now in "Scheduled" status (or "Pending" depending on settings).

• Open the Schedule view. You can drag and drop the job to a technician's timeline.

• Optimization: For maximum efficiency, use the "Plan My Day" button to let AI order the technician's route based on traffic and location.

5. Field Execution (Mobile App)

• The technician receives a push notification.

• On Site: They tap "Clock In" on the mobile app to start tracking time and location.

• Work: They upload "Before" and "After" photos using the camera integration.

• Completion: They mark tasks as done and set the job status to "Completed".

6. Invoice & Payment

• Back in the office (or on the tablet), click "Generate Invoice" from the completed job.• Review the final line items (add any unexpected materials).

• Send: Email the invoice with a Stripe Payment Link.

• Payment: The customer pays online via credit card/Apple Pay. The status automatically updates to "Paid" and syncs to QuickBooks (if enabled).

Workflow 2: Handling Emergency Jobs

When a pipe bursts or a heater fails in winter, you need speed. Crew Ops Pro uses "Traffic Intelligence" to handle this chaos.

1. Create Urgent Job: Create a new job and set the Priority to High (8-10) or check the "Emergency" flag.
2. AI Assignment: The system analyzes all active technicians based on:
  • Real-time Location: Who is physically closest?    
  • Skills: Who has the required skill (e.g., "Plumbing")?
3. Auto-Insertion: The system inserts the emergency job into the best slot in the technician's route.
4. Customer Notifications: If this insertion delays other appointments, the system automatically sends SMS/Email updates to affected customers with their new ETAs, preventing frustration.

Workflow 3: Online Booking Automation

This workflow runs in the background, allowing you to wake up to a full schedule.
1. Customer Booking: A client visits your Online Booking Page (app.creativejobhub.com/booking/...) or their Customer Portal. They select a service and a time slot.
2. Availability Check: The system checks your Business Hours and existing schedule buffers to ensure the slot is actually valid.
3. System Action:
  • Auto-Book (Optional): If enabled, the system instantly creates a "Scheduled" job and assigns a tech.    
  • Request Mode (Default): The system creates a "New Lead" with the requested time for your dispatcher to approve.
4. Confirmation: The customer receives an immediate confirmation email with their appointment details and a link to manage it in the portal.

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