Step-by-step guide to inputting a task in Service Fusion

1) Go to “Create A Job” page in Service Fusion.

2) In box next to Customer , start typing the tenant’s first name or the property address. This will auto-populate a list of addresses that are attached to that first name. Select the correct address from the drop-down menu under Customer Contacts. If for general purposes, select just the property.

3) Click on the down arrow under Job Category and select appropriate category or sub-category. The options are as follows:

• • Appliances

  • Carpentry

  • Cleaning

  • Concrete

  • Electrical

  • Equipment Maintenance

  • Fixtures & Finishes

  • Flooring

  • HVAC

  • Inspections

    • AMI

    • LVL

    • PIR

    • Signs/Notices

    • TOC

• Internal

• Landscaping

• Maintenance

• Painting

• Plumbing

• Subcontractor/Vendor

4) Fill in the Job Description box.

This is a brief summary/title. Example: If a tenant submits a request for a broken bathroom faucet, the Job Description would say “Broken Bathroom Faucet”. If a tenant submits a request for a broken bathroom faucet and a broken garbage disposal, it would say “Broken bathroom faucet and non-working garbage disposal”.

If a tenant submits a list of items, the Job Description would say, list the main items, "and other items".

This gives the crew an idea of what the job is about.

Under no circumstance should you input "See list, see tasks, see notes"

Also, if the job is a high priority and needs to be addressed immediately, you will need to put HIGH in front of the description like this, “HIGH: Broken bathroom faucet; possible active leak”.

5) Select service address. All jobs MUST have a service address, if it's not already input, just add it. A service address is required for ALL units. For example an apartment will have a service address for EVERY unit.

6) Now enter the needed items into the task list by clicking on the Add Task button: This is where you will list the things the crew need to do. Example: If we refer back to #5 and use the broken faucet, the task should read like this: “Please repair/replace broken bathroom faucet”. For multiple items, you will add a task for each item as such: If you are unsure if an item can be fixed by our crew, please list the item to read like this: “Repair/replace broken bathroom faucet or advise if outside vendor is needed”. This ensures that one of our crew members has investigated the situation and deemed it too much for our crew to repair. You will then need to send a work order to the appropriate vendor.

7) Next, you will need to fill out the Custom Flds tab. You will need to select Yes, No, or Unknown for Pets Present. You will also need to indicate the Permission to Enter. The selection definitions are as follows:

• Yes = Tenant has given permission to enter

• Yes (Implied) = Tenant has submitted a request and did not request an appointment or other accomodations

• No = Tenant has denied entry

• Appointment Only = Tenant requires an appointment for all work at unit/property

Fixed or T&M?:

• Fixed Bid = Any job that labor and materials will not be charged. The amount on the bid will be charged.

• T&M = Any job that will be invoiced as materials and labor

Combined Billing = A job that will be combined with other jobs before billing. Typically used for smaller jobs that are part of a project. The other jobs must be indicated in the notes, so we know which job to combine it with.

8) If tenant, owner, or office has provided photos, you can add those to the task under the Pics tab and add comments to them if they are pertinent to the job and provide clarity for the tech.

9) Now you will need to select the status of the job from the Current Status drop down menu. The options are as follows:

• Awaiting Schedule - use this status for normal tasks

• Dispatched - use this status for urgent/emergency items that someone must get out to immediately

• Scheduled - use this status when a pre-determined appointment has been scheduled

For all turn over tasks, make sure you also assign the Turn Over sub-status. Once the task has been saved, click on Set Sub-status next to the regular status. Select Turn Over. This helps to track all turn over tasks separately from all other tasks.

10) If the job is an Appointment Only/ Scheduled job, you will now need to fill in the appointment information: First, click on the calendar icon next to the box that says Start Date. You will choose what day the appointment is scheduled for through here. Next, you will select the start time and end time. This is the work window that will be conveyed to the tenant as well. Example: 10am to 12pm, this is the arrival/work window for the crew member and the time-frame that will be given to the tenant.

11) Next, you will need to select Job Priority: The choices are High, Normal, and Low.

High = issue needs to be addressed immediately

Normal = issue can be addressed as soon as it can be fit into the schedule

Low = issue can be addressed at any time

12) You will need to assign a tech to the job: Click inside the box to get a list of names. Select the appropriate tech.

13) If a task is part of a project, you will need to make sure it is linked to that project. In the upper right side of the task, click on the Addt'l Info tab. Use the first drop down menu to select the Project. Use the second drop down menu to select the phase. You will also need to make sure you indicate the Project Lead in the Project Description in the Projects page and in the Notes for Tech in the task itself.

14) If a task is part of a project, you will also need to create a chat room with the Project Lead and other responsible parties. The chat room name should be the address of the project. You can find directions for this here.

15) Lastly, you will need to add any pertinent notes to the task in the Notes section that the tech will need. Once done, you can now click the Save Job button at either the top or bottom of the page.