Job Settings give you the ability to set up and configure your Job Numbering sequence, Job Custom Fields, Job Statuses, and Job Categories.
The options for each of these are separated into different tabs. To access them, click the corresponding tab within Job Settings.
Job numbering sequence
Tradify gives you the ability to amend your Job numbers at will. Changes made to the Job Number and Job Number Prefix will take immediate effect and will apply to the following Job created.
Important Note: Job numbers cannot be changed historically on existing Jobs, nor can they be used more than once (unless the prefix is different).
To change your Job numbering sequence, head over to Settings, click on Jobs, then use the fields provided to change the Job Number and Job Number Prefix. Once you've made the relevant changes, click "Save" to finalise.
Job Number Prefix – The text used at the front of Job numbers. This field can be left blank if you don’t want to use a Job number prefix.
Next Job Number – The next available Job number. This defines the Job numbering sequence for Tradify. All following Job numbers will continue in numerical order.
Custom fields and Job Category headers
Within the Custom Fields tab, Tradify gives you the ability to change the default headers on your Job Categories and Custom Fields. Both sets of fields will be displayed within your Jobs screen.
To change your headers, click on Settings, then select Jobs. Use the fields provided to add your preferred headers and then select "Save" to finalise your changes.
Job Category #1 / Job Category #2 – Use these fields to define the headers for your Job Category fields. We recommend you don't use headers that match existing field names, as this may cause confusion and affect search criteria.
Note: Amending Job Category variables will be covered in the last section of this article.
Job Custom #1 – #4 – Use these fields to define the headers for your Job Custom fields. These fields will be displayed on the Job screen. We recommend you don't use headers that match existing field names, as this may cause confusion and affect search criteria. The content of these fields can also be pre-set within your customer and site profiles.
Below are two videos showing where the content can be pre-set, and where the fields are displayed within a Job.
Where to input pre-set content for your custom fields on a Customer record:
Note: Content added to these fields will always populate on Jobs creating for the related customer.
Where custom fields are displayed within Jobs:
Job Statuses (overview)
Job statuses provide a way for you to manage the progress of your Jobs. By default, Tradify is set up with eight system generated statuses, but you also have the ability to create your own statuses from scratch.
Of the eight system generated statuses, four are coded with triggers that activate when the Job meets the criteria listed below.
- Unassigned - Is the default status assigned to new Jobs.
- Assigned - Is automatically assigned when a Job is assigned to a staff member.
- Scheduled - Is automatically assigned when an appointment is scheduled on a Job.
- In Progress - Is automatically assigned when a user starts the timer, add's material costs or creates a timesheet entry on a Job.
The other four can be used on a manual basis.
- Complete - Status to manually select when the work has been completed on a Job and it has been fully invoiced. Jobs with this status are suppressed from the Active Jobs list.
- Cancelled - Status to manually assign to a Job when it is no longer needed or the work has been cancelled. Jobs with this status are suppressed from the Active Jobs list.
- To Invoice - Status to manually assign to a Job when it is ready to be invoiced.
- On Hold - Status to manually assign to a Job when it is needing to be paused.
Note: Only the To Invoice and On Hold statuses can be amended or deleted. Due to the other 6 having bearing on the system, they cannot be changed.
Creating new Job Statuses
To create your own Job Status, head over to Settings, click on Jobs and then select the Job Statuses tab. Next, click on "New" and then choose "New Job Status". The following fields will then be available to edit:
Display Name - Use this field to give your status a display name.
Highlight Colour - Assign a colour to your status by clicking on the available options. The assigned colour will be displayed on the Job when it's set to this status.
Show Jobs with this active status in Jobs - Enable this option if you want Jobs that are assigned to this status to be considered 'active". If disabled, Jobs assigned to this status will not show in your active search list.
Deleting existing Job Statuses
To delete a Job Status, head over to Settings, click on Jobs and then select the Job Statuses tab. Next, click the X icon on the right-hand side of the status you wish to delete.
Note: Of the eight system generated statues, only the To Invoice and On Hold statuses can be deleted. Due to the other 6 having bearing on the system, they cannot be changed.
Job Categories (overview)
Job categories provide a way for you to categorise and filter your Jobs. You can define your own categories in line with what makes sense to you. The default categories provided as part of the standard set up are as follows:
- Job Category #1 - Job Priorities
- Job Category #2 - Work/Job Types
You can choose to use these as they are or create your own categories to suit your business needs.
Note: For information on changing your category headers, please see here.
Creating new variables for your Job Categories
To create your own variables for Job Categories, head over to Settings, click on Jobs and then select the Job Categories tab. Next, click on "New" and then choose "New Job Category" or "New Job Category #2" (depending on which category you're creating the variables for). Give the variable a display name and then select "Save".
Deleting existing Job Category variables
To delete a Job Category variable, head over to Settings, click on Jobs and then select the Job Category tab that you're wanting to delete the variable on. Next, click the X icon on the right-hand side of the variable you wish to delete.