Step by step
- Open the job and press Complete on behalf of engineer (top right), or open that panel on the Overview tab.
- Choose the Engineer who did the work and How the visit ended: Completed, Parts required or Return visit needed.
- Enter the real times: Left for the job (optional, adds travel time), Arrived and Finished. Optional: Mileage.
- Type the Work carried out (required to complete) and the Fix code.
- Fill in the Checklist and Meter readings if shown.
- For Completed: choose Signed document received (pick the file from the Files tab and type the name on it) or No signature (type why).
- For Parts required: the parts marked To order are used. For Return visit needed: type why.
- Type Why the office is recording this (for example “Engineer's phone was broken; details given by phone”).
- Optional: tick Email the job sheet to the customer now.
- Press Complete on behalf of engineer (or Record visit).
What happens
Completed: the job becomes Completed. Parts required: it waits for parts. Return visit needed: it goes back to the engineer as Assigned with your reason.
Time is recorded at the real times you entered, and the status change carries the finish time, so SLA figures and reports stay true.
The history says “Recorded by office on behalf of <engineer>. Reason: …”, and the audit log keeps who recorded it.
Rules and messages
The office cannot sign for the customer. Attach the signed sheet you received or record why there is no signature (“attach the signed document received from the customer, or record why there is no signature”).
“enter the arrival time (no work time is recorded for this job yet)”: no time exists yet, so Arrived is required.
“arrival must be before the finish time”, “travel must start before the arrival time”, “the finish time is in the future”.
“these times overlap work time already recorded for this engineer; correct those entries first”.
“add the parts to order (marked for the return visit) first”: for Parts required, add parts with To order ticked on the Work & parts tab first.
“a completed job cannot be recorded again; reopen it with a reason first”.
Pressing the button twice does not record the visit twice.
Tips
- Ask the engineer for the real times, do not guess: they drive the charges and SLA reports.
- Upload the photo or scan of the paper job sheet first so you can choose it as the signed document.
Questions
Can I use this for a job that is already Completed?
No. Use Return to fit or Reopen first, or correct the details directly on the job page.
Will the engineer see it?
Yes. The job updates in their app and the history shows it was recorded by the office on their behalf.
Works together with
- Working offline (no signal)The engineer app keeps working without signal. Your open jobs are saved on the phone, and what you do is kept with the real time and sent to the office automatically when signal returns.
- Add or remove photos and files on a jobKeep photos, documents and signed sheets with the job. Engineers see them in the app, and the office can add more at any time.
- Correct, remove or add time on a jobFix wrong travel or labour times, remove a wrong entry or add missing time. Every change needs a reason and is kept in the audit log.
- Email the job sheet or create the PDFThe job sheet is a PDF with the fault, work done, times, parts, meters and signature. Email it to the customer or just create the PDF.
- Review and close a completed jobWhen the engineer completes a job, the office checks it and presses Close job. The job becomes Reviewed and is ready to invoice.
- Audit log: who changed whatA permanent record of important changes: team access, settings, bank details, job rates, contract billing, integrations, API keys, printer agents and payments brought in automatically. Entries cannot be edited or deleted.