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Jobs

Documentation for Jobs in Neptune

Neptune CRM Location: Jobs

A customer record in Neptune should be treated as the source of truth for everything related to that customer. A Job is what you will use to manage all the work related to a specific build location.

You may choose to set up a job at any time in the process. Perhaps you set up a job when you’ve arranged the first visit by a sales consultant, or maybe you wait until the contract has been signed and you’re ready to start scheduling the construction work.

Usually one customer will have a single Job. However in some scenarios, you might want to create multiple jobs. For example, if your “customer” is a third party that brings you pool jobs, you can create many jobs at many different addresses all managed as jobs under the one customer record.

Creating a job

To create a new job, go to the customer record, select New > Job at the top of the page.

new job button screenshot

This opens a form where you can set the job name, description, build address, job manager, and stage. The name is created from the customer’s name and suburb, but you can change it. Each job must have a unique name.

The build address is copied from the customer’s address. Change it when the work is happening at a different location. Start typing the address, then select the correct result from the suggestions.

New jobs start with Draft selected. Choose another stage before saving when the job should begin elsewhere in your workflow. The selected stage determines where the job appears on the Jobs board.

Press Save to save this new job. The modal will close and if you go to the Jobs tab on the customer record, you will see this new job listed, as well as other jobs for this customer if there are any. Similarly if you go to the Jobs page, you will see your job listed among other jobs created for other customers.

The job card

Click into the job card by clicking on the job name, from either the jobs page or the job list on the customer record. Here you will see the basic details of the job and the linked customer. You can click back through to the customer record by clicking the customer name.

job card screenshot

Timeline

The Timeline is the first tab shown when you open a job. It brings the main job history into one chronological view, including:

  • when the job was created
  • stage and job manager changes
  • job notes
  • completed forms
  • emails and SMS messages linked to the job

Neptune loads recent activity first. Select Load older events when you need to review more history. When you open the Timeline for an existing job for the first time, Neptune may briefly show Building timeline while it prepares the available history.

You can also add a note directly from the Timeline. The note remains available from the separate Notes tab and is also added to the linked customer’s history.

For a completed form, the Timeline shows the form name, when it was completed, and who completed it. Select Open form details to review the submitted answers.

Email and SMS

Use Email or SMS at the top of the job card to contact the linked customer’s saved contacts. Messages sent from the job are shown in three places:

  • the job’s Emails or SMS tab
  • the job Timeline
  • the linked customer’s communication history

See SMS conversations for choosing a recipient, reviewing the completed message, and sending SMS.

Replies are not automatically linked to a job. If a reply or an older message belongs with the job, import that individual message:

  1. Open the job’s Emails or SMS tab.
  2. Select Import emails or Import SMS.
  3. Find the message and select Add.

A message can be linked to one job at a time. If it is already linked to another job, Neptune shows that job in the import list. Select Move here, then confirm the move.

To remove a message from the job, open the same import list and select Remove. This removes the message from the job and its Timeline without deleting it from the customer’s communication history.

Required uploads

If your job settings have any required uploads, you will see them listed here. To upload files for a required upload, click the upload button next to the name of the document. Select your file to complete the upload. You will see when the upload has completed, the Uploads tab becomes visible and the file you just uploaded should be in there. If you uploaded a photo, you should see a preview of it which you can click on to make bigger. You should also notice that that document has been removed from the list of required uploads.

Notes

Select the Notes tab and type in the text input to add a note to the job card. The Save button appears after you start typing. The note is also shown in the job Timeline and the linked customer’s history.

Planner

This provides a mini-view of the Planner but only tasks related to this job. Clicking on a grid item on this planner will open the New task drawer. The task will already be assigned to this job, as well as the user on whose tile you clicked.

Tasks

This tab provides a list view of all the tasks assigned to this job. Older tasks are hidden by default and can be viewed by toggling Show pasts tasks.

Uploads

The Uploads tab shows required uploads, files added from the mobile job card, and files linked to the job from the customer record. To add a file directly from the web job card, select Upload beside Email and SMS, choose a file, and select its access before uploading. You can also give it a label and category. The file is saved on the linked customer record and appears on this job automatically.

To link a file that is already on the customer record:

  1. Select Import.
  2. Find the upload in the customer’s list.
  3. Choose All Job users or Restricted for that file, then select the plus icon. An upload already added to this job shows a green tick.
  4. Select the green tick when you want to remove the upload from the job. The file remains on the customer record.

All Job users is the default for new uploads. It includes office staff, contractors with an active task on the job, and the current Job Manager. Choose Restricted before uploading or importing a file when it should appear only to office staff and the current Job Manager in Neptune.

To change access later:

  1. Open the upload’s actions menu in the job’s Uploads tab.
  2. Select Edit.
  3. Choose All Job users or Restricted from Access, then save.

Other contractors assigned to the job cannot see a restricted upload. A contractor who is the Job Manager can open the job and see restricted uploads even without a task. You can return the upload to All Job users from the same edit window.

Restricted uploads stay attached to their current job. Remove one from that job before assigning it to another job.

Contract access for the Job Manager

When a contract is linked to the job, the current Job Manager can open Contract from the job card in the mobile app. The contract opens as a read-only PDF. It cannot be accepted, signed, or edited from this view.

A contractor Job Manager does not need a task assigned to them to open the job or its contract. Other assigned contractors cannot see the contract. Office staff can also open the read-only contract from the mobile job card.

Finding assigned jobs in the mobile app

Open the Jobs tab to see jobs with your current or upcoming tasks and jobs where you are the Job Manager. Users with a filter can choose Mine for this list. Each job appears once if both apply. A Job Manager without a task can open the job card and its documents, but there are no task controls to complete until a task is assigned to them.

Admins, super users, and coordinators can choose All to see every active job in their organisation, including jobs without tasks. Contractors cannot select All and need either an assigned current or upcoming task or the Job Manager role for the job to appear.

Both mobile job lists exclude Draft, Cancelled, and Completed jobs. Pull down from the top of Jobs or Tasks to refresh the list. See Find and refresh jobs for the mobile steps.

Completed forms

Any forms completed by users of the mobile app will appear here, where you can review them.

Scheduling tasks

Tasks can be added to a job in a number of ways. You can add a task by clicking on an empty tile in the Planner, either from the main Planner page or the Planner tab of the job card (see above), or you can click on the Add Task button on the top right of the job card.

You can also use templates configured in Job settings from the Add Task dropdown:

  • Add Task from Template: create one task from a saved Task Template.
  • Run Job Template: run an ordered Job Template step-by-step.

add task from template screenshot

When creating a task from either template flow, Neptune pre-fills details from the selected template:

  • title and description
  • start/end form requirements
  • default assignee (if available)
  • duration-based end date when you set the start date

When running a Job Template with multiple steps:

  • the button changes to Save & Next
  • after saving each step, Neptune loads the next step template
  • the next start date is calculated from the previous task end + gap
  • if a step has a gap override, that override is used
  • otherwise Neptune uses the gap from the step’s Task Template
  • if Business days only is enabled on the Job Template, weekend dates are skipped

save and next button screenshot

If a Job Template run is already in progress for that job, Neptune resumes where you left off. If the run is already completed, Neptune asks whether you want to start again from the beginning.

Reset job settings

The Add Task dropdown also contains Reset Job Settings. If you change Job Settings in admin, existing jobs are not updated automatically. Resetting a job applies the current organisation Job Settings to that job.

Important: this also resets template-run progress for that job. Any completed required uploads will be required again, and template runs can start over from the beginning.

Filter jobs by stage

Use the stage shortcuts above the Jobs table to focus on one stage. Selecting another shortcut replaces the current stage filter. Select More stages for other choices, including Cancelled.

Select All or Reset to clear the stage filter. Cancelled jobs remain hidden unless you select Cancelled. Your job-manager filter stays selected when you change stages.

Admins can choose and reorder these shortcuts in Job stages settings.

Use the Jobs board

  1. Open Jobs from the side navigation.
  2. Select View Board at the top of the page.
  3. Use Filter by job manager to focus on one person’s work. Consultants see their own jobs.
  4. Select a job card to open the job, or drag it into another column to change its stage.
  5. Select View Table to return to the list.

To display the board on a large screen, select the full-screen icon in the board toolbar. Neptune hides the side menu and page title so the columns fill the window. Filters and dragging still work. Select the same icon again, or press Escape, to leave full screen. Opening a job card also restores the usual layout.

Stage and job-manager filters stay selected when you switch views. If the selected stage is hidden from the board, select Adjust in Table and change or clear the stage filter.

Scroll within a column to see more jobs while keeping its heading visible. Scroll horizontally to reach additional columns.

To complete a job, move it into Completed, or edit the job and set Stage to Completed.

Configure Jobs board stages

Open Admin > Workflow > Job stages. Use Show on Board to choose custom columns and drag them in the Jobs Board preview to set their order. Select Save changes.

Draft stays first and Completed stays last. Cancelled is never a board column. Quick-filter choices are independent of board visibility.

For adding stages, configuring shortcuts, and changing stages already in use, see Job stages settings.