Jobs

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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 adddresses all managed as jobs under the one customer record.

Creating a job

To create a new job, go to the customer record, hover over the Actions button on the top right, and select New job.

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

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

As well as the required uploads, images or documents uploaded from the job card on the mobile app will appear here. You can also import uploads from the main customer record by clicking the Import button. This will bring up a modal that contains a list of all uploads from the customer record. Those already imported will show with a green tick next to them. To import an upload to the Job card, click on the Plus icon next to the upload. Click on the green tick to remove it. Since your contractors who use the mobile app can see everything on the job card, this allows you to select which documents are available for everyone to see, and which ones you’d prefer to keep as part of the web view only. Contractors do not have access to the customer card or the web app.

job uploads screenshot

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.

Use the Jobs board

The Jobs page can display your jobs as a table or as a visual board.

  1. Open Jobs from the side navigation.
  2. Select Board at the top of the page.
  3. Filter by job manager when you need to focus on one person’s work. Consultants see their own jobs.
  4. Click a job card to open the job.
  5. Drag a card into another column to update the job’s stage.

Scroll horizontally when there are more stage columns than fit on screen. Return to Table when you need the sortable list and table filters.

Configure Jobs board stages

Admins can control the custom stages shown on the board:

  1. Open Admin.
  2. Open Custom Fields and select Job stages.
  3. Add any stages your team needs.
  4. Drag stages into the order you want them shown.
  5. Click Save Stages.

Draft always appears first and Completed always appears last. Cancelled jobs are not shown as a board column.