Admin or dispatcher: how Fieldified works for your role

Admins and Dispatchers usually keep incoming work organized and make sure the right team members know where to go and what to do.

Overview

This guide is for team members who handle intake, scheduling, dispatch, job instructions, client communication, and workflow movement.

Scheduling

Use Schedule to manage tasks, events, assessments, and job visits. When you create or update work, assign the right team members and confirm dates, times, and duration.

Scheduling an assessment

When a new client calls or submits a request, create a request first.

1. Open Requests.
2. Create a request.
3. Add or create the client.
4. Add the property.
5. Add the request details.
6. Turn on or add an on-site assessment.
7. Add assessment instructions.
8. Choose date, time, duration, and assigned team member.
9. Save the request.

When saving, choose the action that matches your workflow:

• Save request.
• Save and convert to quote.
• Save and convert to job.

When updating an existing request, use update actions to save changes or continue into a quote or job. Converting creates a new quote or job using the request as context.

Scheduling a job

Jobs can be one-off or recurring.

• One-off jobs are work with one visit or multiple visits that do not repeat on a long-term schedule.
• Recurring jobs are work with visits that repeat weekly, biweekly, monthly, annually, or on a custom schedule.

When creating a job, review:

• Client.
• Property.
• Job title.
• Internal instructions.
• Start date.
• Duration.
• Start and end time.
• Repeat schedule.
• Assigned team.
• Invoice frequency.
• Whether visits should be created now or later.

Open Jobs to create and manage jobs, and open Schedule to review visits.

Intake and assessments

Open Requests when a client or lead needs work but the scope is not final yet. Add the client, property, request details, notes, and assessment information before converting the request to a quote or job.

Give instructions

Use job notes, request notes, internal notes, attachments, and Checklists to communicate details to the field team. Keep internal instructions separate from client-facing messages.

Instructions on a job

Use the job title and instructions fields to explain what the team should do. The title helps identify the work on the schedule. Instructions are internal and should be written for the team completing the visit.

Visit instructions can be adjusted for a specific visit when one appointment needs different details from the rest of the job.

Leave notes

Use notes on clients, requests, quotes, jobs, invoices, and visits to preserve context. Notes are internal unless attached or sent through a client-facing message.

Use notes for:

• Site details.
• Photos.
• Client preferences.
• Access instructions.
• Hazards.
• Work completed.
• Follow-up needed.

Link notes to related records when the same note should appear in later stages of the workflow.

Checklists

Use Checklists to standardize field data collection.

Checklists can include:

• Checkboxes.
• Dropdowns.
• Short answers.
• Long answers.
• Image uploads.
• File uploads.
• Required fields.
• Signatures.

Attach checklists to request assessments, jobs, or visits so fieldworkers know exactly what to complete.

Communicate with clients

Review Client Hub and Email Templates so clients know what has been scheduled and what to expect.

Booking confirmations

Send booking confirmations after a scheduled job is created. Confirmations let clients know the work is in your calendar and show appointment details.

Before sending, review:

• Client contact information.
• Visit date and time.
• Property address.
• Client message.
• Attachments.
• Whether the message should be sent by email, text, or both.

On-my-way messages

Fieldworkers can send an on-my-way message from the mobile app when they are heading to a visit. The message should include an estimated arrival range such as 5, 10, 15, 30, 45, or 60 minutes.

Use this to keep clients informed and reduce “where is the technician?” calls.

Move the workflow along

As work progresses, help records move through the right stages:

1. Request
2. Quote or bid
3. Job
4. Invoice

From a request, convert to a quote when the client needs pricing approval. Convert to a job when the work is ready to schedule. The request details should remain visible as reference while creating the quote or job.

Remind your clients automatically

Appointment reminders are sent before assessments and visits. Unlike booking confirmations, reminders are tied to each appointment.

Review reminder settings in Email Templates and automation settings.

When setting reminders, decide:

• Email, text, or both.
• How many reminders should send.
• Whether timing is based on appointment time or a specific time of day.
• Message template.
• Which workflows use reminders: assessments, visits, or both.

For anytime visits, use a specific send time so clients receive messages at a reasonable hour.

Practice tasks

• Create a test request.
• Schedule an assessment or job visit.
• Add internal notes and attachments.
• Convert a request to a quote or job.
• Review the schedule from more than one view.
• Create a one-off job and recurring job.
• Add instructions to a job.
• Send a booking confirmation.
• Set up or review appointment reminders.
• Attach a checklist to a job.

Related articles

• Fieldified workflow overview
• Clients and properties
• Schedule overview