Build the Estate and Schedule Work
Create customer, site, system, and asset records, then schedule and deploy the first job to the field.
Before you start
- Workspace users and field-work eligibility have been checked.
- You know the customer, site address, service scope, and first engineer.
- You know whether the job has an exact visit date or only a target month.
Expected outcome
A real site is structured clearly enough for scheduling, the first job is deployed, and the engineer can find it in the mobile app.
Create the customer and site first
- Create or open the customer account.
- Add the site under the correct customer account when CRM is being used.
- Enter the site name, address, access notes, and main contacts.
- Add any site briefing notes that would help the engineer before arrival.
- Keep names short, specific, and customer-readable because they appear in reports, exports, and search.
Add systems and assets
- Add the system or service area that the engineer will inspect.
- Add assets under the correct system when asset-level inspection is required.
- Separate smoke-control and fire-damper records at the system or asset level if both are present.
- Avoid using notes as a substitute for structured assets when the team needs reports or exports later.
- Check that the record names make sense to someone standing on site.
Schedule the first job
- Open Scheduling.
- Create the inspection or work item from the site context where possible.
- Choose an exact date when the visit is confirmed.
- Use a target month when the visit must happen in a month but the day is not fixed.
- Assign the job to a field-enabled engineer.
- Review the job detail before deployment.
Deploy only field-ready work
Draft work is useful for planning, but engineers should only rely on work that has been deployed.
- Check the job has the correct site, system, service type, assignee, and date or target month.
- Confirm the engineer appears because field work is enabled.
- Deploy the job.
- Ask the engineer to refresh or reopen the mobile day run after deployment.
Use imports after the first manual pass
Staged imports are useful when the team has many customers, sites, systems, assets, or work orders to load.
Before using imports:
- Complete one manual site-to-job workflow first.
- Download the published import template.
- Keep column headers unchanged.
- Preview warnings, conflicts, and blocking errors before applying imported rows.
- Fix source data in the spreadsheet, then rerun the staged import when needed.
Troubleshooting
| Problem | What to check |
|---|---|
| The engineer is not available as an assignee | Confirm the user is a member of the workspace and has field work enabled. |
| The job is visible in admin but not mobile | Confirm the work is deployed, assigned to the right engineer, and in the right workspace. |
| Reports later show the wrong customer or site | Correct the customer and site relationship before generating outputs. |
| The site structure feels confusing in the field | Simplify system and asset naming before creating more jobs. |
| An import preview has many warnings | Stop and fix the source file before applying the run. |
Set Up Workspace Users and Access
Invite the right people, choose owner, admin, and engineer roles, and make sure only field workers appear in scheduling flows.
Complete Field Work and Sync Safely
Help engineers prepare for the visit, work through weak signal, capture evidence, and confirm the office has the latest data.