Through our Caction platform, you can schedule ad-hoc jobs alongside your pre-planned maintenance tasks. Through these ad-hoc jobs, you can assign specific technicians, monitor job progress, and review all activities once the job is completed. 

In this article, you will find guides on how to create ad-hoc jobs, assign them to technicians, monitor progress, and ensure each task follows the set job guidelines. 

You can click the links below for quick access to each subtopic:

• Create Job Manually or Via Schedule (Breakdown/Repair etc)
• Assign & Change Technician
• Monitor Status Updates
• Complete and Review

Create Job via Schedule (Breakdown/Repair etc)

Let's say you are in the maintenance industry and your customer suddenly requires some ad-hoc repairs that were not planned. You can use our Caction platform to schedule all these ad-hoc jobs and assign them to the specific technicians that are tasked for these ad-hoc repairs. 

Below here are some steps on how you can create an ad-hoc job for this.

1. At the desktop site’s navigation bar, go to Business Management > Schedule > Job Schedule.
   Add New Job Here: https://system.caction.com/activity/scheduler

   

2. Click on the “+ Add Job” button to add new job.

   

   *Note: If you do not see a “+” button, you may need to request permission or help from your Admin to register new job.

3. Select the job category and click on "Save"

   

   *Note: Please select the correct job category before proceeding. Each category may have specific requirements depending on its purpose.

    

4. Fill out the details of the new job. Available fields may differ depending on your company’s system setup.

   Field Name	Description
   Select Job Category*	Classifies the type of job.
   Status*	Indicates the current status of the job.
   Select Customer	Choose a customer from those registered in the system. After selecting Customer, you will be asked to select Project under that Customer.
   Select Asset	Choose an asset from those registered in the system.
   Job Start End Date*	The date range when the job is planned to start and end.
   Recurrent Job	Indicates if the job recurs.
   Assigned User	The user responsible for the job.
   Reminder	Set a reminder for the job.
   Description	Detailed description of the job.
   Attachment (Document or Receipt)	Upload any relevant documents or receipts.

   *Note: Fields marked with an asterisk ( * ) are required.

   

5. Click the “Save Job” button.

   

    

For more information on how to create your ad-hoc jobs, you may visit our page here on the more comprehensive guide: How to Add a New Job

How to Assign or Change the Technicians on a Job?

Once the ad-hoc jobs has been created, you can then assign your technicians to those jobs, which will ensure that the technicians will be able to take notice of the jobs that are meant for them. This also allows you to track the technician’s progress on the job. There are two ways for you to assign technicians to the job, the first one is through the creation process, and the other one is through the Job Details page once the job has been created.

To assign a technician during job creation:

1. 1. At the desktop site’s navigation bar, go to Business Management > Schedule > Job Schedule.
      Add New Job Here: https://system.caction.com/activity/scheduler

      

   2. Click on the “+” button to add new job.

      

      *Note: If you do not see a “+” button, you may need to request permission or help from your Admin to register new job.

   3. Select the job category.

      

      *Note: Please select the correct job category before proceeding. Each category may have specific requirements depending on its purpose

   4. Click the “SAVE” button to proceed.

      

   5. Fill out the details of the new job. From Assign List section, click the ‘Assign User’ button to view and select users to assign to the job.

      

      

   6. Click “Save Job”.

      
      
      
      

To assign or change a technician to job through edit details:

1. 1. Go to the Job Schedule or Job details page and select the existing job you want to assign a technician to. 
      
      
      
   2. Scroll down on the Job Sidebar and locate the "Assign User" button. 
      
      
      
      
   3. Select the technician (user) from the dropdown list. 
      
      
      
   4. Save the job details and you will now have the job assigned to your technician.
      

Monitor Status Updates

Once the job has been created and assigned, it will be time for the technicians to complete the job and perform the required repairs. Whenever the technicians complete a task, they can proceed to update the status of the job, which can then signify on what stage the repair is in. 

All updates made on the status, and all actions done to the job can be traced in the job itself, allowing the Admins to review the job updates in real-time alongside the technicians working on it onsite, despite the Admin not being onsite at the given moment.

How to Update Status on Jobs

1. In order to update the status on your job, you will need to go through the Job Details page first, which can be done by clicking the specific job in the Job Schedule page: Job Schedule
   
   
   
   
2. Click on the specific job that you wish to update its status. It will open the specific job in the sidebar as shown below.
   
   
   
   
   
3. Click on the Status Banner on the Job. Do note that this banner may show up in a different color based on the Status settings for your account. 
   
   
   
   
4. It will then open this Update Status pop-up, which you will find some options to choose status, assign and alert users.
   
   
   
   
   
5. Click on the Status Dropdown bar as highlighted below.
   
   
   
   
6. Select the specific status that you want for the Job.
   
   
   
   
   
7. Once you have selected the status, you can proceed with clicking the "Save" button. 
   
   
   
   
   
8. The job status will now be updated according to your selection. 
   
   

How to Monitor the Status Updates

1. You will need to open the specific Job that you wish to view. You can do this through the Job Schedule page and click on the job itself. 
   
   
   
   
2. You can click on the "Comments" button highlighted below.
   
   
   
   
3. You will now see the Comment Updates Sections, which will also show the details on all the status updates that was made for the job itself. 
   
   
   
   
4. The status updates will be shown with the System Update tag on it. It will show the details on who updated the status, when was it updated as well as how long has it been since the last status set in the job.
   
   

The technicians can also upload photos and alert the admins from within the jobs itself should something required the Admin's attention and approval. 

Complete and Review

Once all the tasks and the to-do list has been completed and updated, as Admin, you can verify the completion and review all information that is uploaded and posted on the job. After everything has been reviewed, you can then export all the required data into excel sheets for KPI tracking and measurements, as well as performing audits and quality monitoring. 

You will be able to see who completed the job, and you will also be able to see all the previous updates on the statuses as well as comments as the system will retain all the information in the job details page.

You can also use our Reports function to view all completed jobs, export the data, review it and perform evaluations on how the job is done. 

Below is a basic guide on how to use the Report Page in the desktop version: 

At the desktop’s navigation bar, go to Business Reports > Job Report.

You may visit these guides below on how to effectively use our Report Page and Update Report Page, as well as on how to set up different Columns based on your specific needs: 
How to use Report Page | How to use Update Report Page | How to Set Up Column View in the Report Page?