Setup
You will need the following permission in your security group:
Can see all tasks.
Can update tasks.
Click here to learn about permissions and security groups.
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How to create a callout task
1. Navigate to Tasks and click + Create task.
1. Navigate to Tasks and click + Create task.
Creating a task from the Property page automatically pre-fills the client and property details, reducing manual entry and minimising errors: view the property, open the Task tab, and click + Create task
Creating a task from the Property page automatically pre-fills the client and property details, reducing manual entry and minimising errors: view the property, open the Task tab, and click + Create task
2. Select Client and Property from the dropdowns, provide Description and Scope of works, choose Callout fee, then click Create.
2. Select Client and Property from the dropdowns, provide Description and Scope of works, choose Callout fee, then click Create.
The created callout task will automatically include the performed callout fee on the Work tab, so the field user doesn’t need to perform it manually, and the fee is ready for invoicing.
Available fields on a task
Required (Client, Address, Description, Access schedule, Category, Priority)
Required (Client, Address, Description, Access schedule, Category, Priority)
Client: Select an existing client.
Address: If a property is selected, the address is automatically inherited. To change it, expand the Set one-off address section, type into the Address field and select the correct option from the dropdown list.
Description: Short description of the work to be performed.
Access schedule: Automatically populated from the property’s access schedule. If no property is chosen, Needs review is selected by default.
Category: Defaults to Callout, but another task category can be selected
Priority: Defaults to Normal, with Low and High options also available. Field users can sort tasks by priority in the app.
Recommended (Property, Scope of works, Callout fee)
Recommended (Property, Scope of works, Callout fee)
Property: Choose an existing property associated with the selected client.
Scope of works: The complete description of the works to be done (shown in detail views to customers on reports, and technicians via the mobile app). Make use of text snippets for efficiency.
Callout fee: Select a labour-type product that has the Attendance Fee box checked.
Optional (Due, Internal note, On-site time required, Authorisation ref, Authorisation amount (ex Tax), Authorisation name, Authorisation date, Authorisation note, Access procedure, Access code, Access note, Access window, Primary technician, Service Group, Supporting technicians, Office assignee, Tags)
Optional (Due, Internal note, On-site time required, Authorisation ref, Authorisation amount (ex Tax), Authorisation name, Authorisation date, Authorisation note, Access procedure, Access code, Access note, Access window, Primary technician, Service Group, Supporting technicians, Office assignee, Tags)
Due: Select a date by which this task needs to be completed.
Internal Note: Use this field to record any additional details about the task. For audit purposes, consider adding a timeline note during task creation, as it includes a timestamp and the name of the user.
On-site time required: The total estimated on-site labour budget for this task in hours and minutes.
Authorisation ref: If you received a purchase order or work order, put it in here. Eg. PO-12345.
Authorisation amount (ex Tax): Maximum amount authorised.
Authorisation name: Name of authorising person.
Authorisation date: When the authorisation was provided.
Authorisation note: Authorisation notes or comments.
Access procedure: Automatically populated from the selected property.
Access code: Automatically populated from the selected property.
Access note: Automatically populated from the selected property.
Access window: Information about when the task can be performed.
Primary technician: Assign the primary field user to the task.
Service Group: Select the Service Group for the task.
Supporting technicians: Choose any supporting field users.
Office assignee: Defaults to the user creating the task. This is the office user responsible for supervising or completing the task.
Tags: Select from tags configured in Control Panel > Tasks.