Job Management Workflow

Overview

This workflow covers the full life of a job in MyApprentice for a team business — creating the job record, adding Job To-Do’s and internal notes, managing the job through its lifecycle, executing work on site (shift notes, photos, and shift checklists), marking shifts complete, handling work that cannot be finished, and completing the overall job with confirmed material usage. In a team business the Business Owner, an Admin user, or a Supervisor creates and schedules the job and assigns shifts to Tradies and Apprentices, who carry out the work and mark their own shifts complete. It picks up where the Quote-to-Job Workflow ends and finishes with a job ready to invoice.

Who This Workflow Is For

Business Owners, Admin users, and Supervisors managing jobs. The Business Owner, Admin, and Supervisor can create and edit jobs; deleting a job is limited to the Business Owner. Tradies and Apprentices carry out the shifts assigned to them and can use View job to see the details of jobs they are assigned to. Completing or finalising a job is limited to the Business Owner, Supervisor, and Admin — Finance users cannot complete jobs.

Before You Start

Have the client record and site address ready. If the job relates to an accepted quote, the quote should be available to link. If materials are needed, they should already exist in your Materials list. At least one shift must be scheduled before field execution begins.

End-to-End Workflow

Step 1: Create the job

A Business Owner, Admin user, or Supervisor creates the job record.

1. Go to Jobs in the left sidebar and select Add Job.
2. Enter the job title and the location where the work is taking place, and a job description if required.
3. In the Client Details card, select Edit and search for the client, or enter their details to create them inline.
4. To attach materials, select Add Materials, choose materials from your materials list, adjust quantities, and select Save Materials.
5. Note that a job can be created directly (ad hoc work) or created automatically when an accepted quote is converted — and a quote can be created or linked from the job card at any time before invoicing.

Step 2: Add Job To-Do’s and internal notes

The Business Owner, Admin user, or Supervisor sets up the job’s checklist items and notes.

1. Add Job To-Do’s — task-level checklist items that apply to the whole job, such as standardised pre-site set-up steps.
2. Add Internal Notes for information the team needs, such as a lockbox code, property access details, or a warning about a pet on site. Internal notes are visible only to permitted users and are not shared with the client.
3. To save a note, enter it in the internal notes box and select Add.
4. When you have finished setting up the job, select Create Job.

Step 3: Manage the job through its lifecycle

Job status is driven by time and schedule rather than set manually.

1. Open a job from the Jobs page, the Dashboard schedule, or a scheduled shift.
2. Note that MyApprentice does not have a “Pause” status — there is no way to temporarily suspend a job without reverting it to an active status.
3. If a job is completed too early or follow-up work is identified, a permitted user can reopen it:
   • Open Jobs and set the status filter to Completed.
   • Open the completed job and select Edit.
   • Change the status back to an active status such as In Progress, and save. The job returns to the active job list.

Step 4: Execute the work on site

On the day of the shift, the assigned Tradie or Apprentice carries out the visit.

1. Open the job or shift card from the Dashboard and review the site address, scheduled time, internal notes, and Shift To-Do checklist before arriving. You can use View job to see the details of a job you are assigned to.
2. During or after the visit, complete the following:
   • Notes — add job-level notes from the job card (these apply to the whole job), or shift-level notes by opening the relevant shift and using Add Note. Notes must be added or saved to be kept.
   • Photos — select Add Photo, choose the image, wait for the upload to finish, select a category (Before, After, Progress, Issue, Compliance, or Other), add a caption, and turn on Share with Client only if the client should see it. Select Close, then Save. All photos for a job are collated in the same place whether added at job or shift level.
   • Shift To-Do’s — open the shift and tick each completed task (a completed item shows a strikethrough). Ticking marks the task complete immediately — no separate Save step is required.

Step 5: Mark the shift complete

Once the visit is finished, the assigned staff member closes off the shift.

1. Open the job card, select the relevant shift, and select Mark Complete. The shift status updates and the completed shift appears dark green.
2. Note that completing a shift does not close the overall job — the job stays open so further shifts can be managed.
3. Note that material usage is not confirmed at shift level; it is confirmed when the whole job is completed.

Step 6: Handle an incomplete outcome

If work cannot be finished — for example waiting for parts, a needed return visit, or a blocker — the assigned worker manages the follow-up.

1. Add an internal note explaining why the work cannot be finished.
2. Schedule a return-visit shift: open the job card, go to the Schedule section, select Add, use Fast Schedule to set the next visit date and time, add any return-visit Shift To-Do’s, and select Confirm Shift.
3. Do not complete the overall job while work is unfinished.
4. Notify the client of the delay:
   • If the Client Portal is enabled, use it to notify the client.
   • If not, coordinate by phone, SMS, or email.

Step 7: Complete the job and confirm material usage

All shifts on a job must be completed before the job can be marked complete — the assigned staff member marks each shift complete, and then the Business Owner or Supervisor completes the job.

1. When all visits are finished, the Business Owner or Supervisor opens the job from the Jobs page or the Dashboard schedule and confirms all linked shifts show as complete (dark green).
2. Review the job details — client information, scope, internal notes, linked quotes, materials, photos, and team inputs — and add any missing photos.
3. Select Complete Job.
4. The material usage confirmation screen appears, showing materials from the original quote and any linked quotes; review each material and adjust the actual quantity used if it differs from the quoted amount, then confirm.
5. Review the Add photos for evidence? prompt and upload evidence photos or select Skip.
6. Select Finish, then choose the invoicing outcome — Invoice & complete to finalise the job and create the invoice in one step, or Complete without invoicing to finalise the job now and raise the invoice afterwards from the Invoices page. The job status changes to Complete.
7. Note that final job completion and material usage confirmation are performed by the Business Owner, Supervisor, or Admin — Finance users cannot complete jobs.

Common Issues & Limitations

• No “Pause” status. A job cannot be temporarily suspended; status changes are time- and schedule-driven. Completing the job is how status is finalised.
• Notes are not saved until added. Job and shift notes must be added or saved, or they are lost.
• Shift To-Do’s complete on tick. Ticking a Shift To-Do marks it complete immediately — no separate Save step is required.
• All shifts must be complete first. A job cannot be completed until every linked shift is marked complete. The assigned staff member completes each shift; the Business Owner or Supervisor then completes the job.
• Material usage is confirmed at job level only. The material confirmation screen appears when the whole job is completed, not at shift completion, to keep usage accurate.
• Internal notes are not client-facing. Internal notes are visible only to permitted users. Only photos with Share with Client turned on are visible to the client through the Client Portal.
• Missed photos. Photos can still be uploaded to the job card after completion.
• Job completion access. Only the Business Owner and Supervisor can complete or finalise a job — Admin, Finance, Tradies, and Apprentices cannot.

What Happens Next

Once the job is completed, it moves into the billing workflow. If invoicing was not started during completion — for example if Complete and save as draft was used — the invoice is saved as a draft and the job is marked Ready to be invoiced, surfaced on the Dashboard’s attention panel so the outstanding invoice is not missed. See the invoicing guide for creating and sending the invoice.

Related Guides

• Quote-to-Job Workflow
• Client Management Workflow
• Creating and Managing Jobs (Feature 14)