This article explains how to create, assign, track, and close a maintenance job using the Job Management screen in RMS.
Overview
The Job Management screen is the central workspace for maintenance and engineering staff. It allows you to create detailed work orders, assign them to internal staff or external Service Providers, record parts and labour, add progress notes, and track jobs through to completion.
Jobs can be raised against an Area (room, site, or accommodation unit), an Asset (a physical item such as an HVAC unit or appliance), or a Dwelling.
Before you begin
The following configuration should be in place before creating jobs:
- Job Types configured at Setup > Lookup Tables > Job Type
- Assets created if the job is to be raised against a specific asset
- Service Providers set up if external contractors will be assigned
Access Job Management
From the RMS sidebar, go to Asset Maintenance > Job Management.
The Job Management screen displays a list of all existing jobs. At the top of the screen, a row of status tiles shows the number of jobs in each status: Reported, Quote, Started, Awaiting Parts, Completed, and Cancelled. Select a tile to filter the list to that status.
The job list includes the following columns:
| Column | Description |
|---|---|
| Job No | The unique number assigned to the job |
| Description | The short description entered when the job was created |
| Status | The current status of the job |
| Priority | The priority level assigned to the job: Low, Medium, or High |
| Date Created | The date the job was created |
| Type | The entity type the job is raised against: Area, Asset, or Dwelling |
| Job For | The specific area, asset, or dwelling the job relates to |
| Clean Status | The housekeeping status of the area the job relates to |
| Job Type | The job type selected when the job was created |
| Provider | The Service Provider or staff member assigned to the job |
| Work Required | The detailed work description recorded on the job |
| Charge | Any charges recorded against the job |
| Required Date | The date by which the job is due to be completed |
| Created By | The RMS user who created the job |
| Completed By | The user who marked the job as completed |
| Completed Date | The date the job was completed |
Create a new job
- From Asset Maintenance > Job Management, select Add from the toolbar. The Job For selection screen opens.
- Select whether the job is for an Area, Asset, or Dwelling, then select the specific item from the list and confirm your selection.
- The job form opens on the Details tab. Complete the job fields:
| Field | Description |
|---|---|
| Job No | Auto-generated when the job is saved - no input required |
| Created By | Auto-populated with the logged-in user's name - no input required |
| Job For | The area, asset, or dwelling selected in the previous step - read-only on the Details tab |
| Description | A brief summary of the job - appears on the Job Management list and in the Job Maintenance report |
| Status | The current state of the job. Options: Reported, Quote, Started, Awaiting Parts, Completed, Cancelled. Defaults to Reported. |
| Job Type | The category of work to be performed, selected from the Job Type lookup (for example, Plumbing, Electrical, General Maintenance) |
| Provider | The Service Provider or staff member assigned to complete the job |
| Priority | The urgency of the job. Options: Low, Medium, High |
| Required By | The date by which the job should be completed |
| Work Time | The time the work is scheduled to start |
| Work Required | A detailed description of the work to be carried out |
- Select Save. The job is assigned a unique Job No automatically and appears in the Job Management list.
Add parts, progress notes, and photos
Once a job has been created, additional detail can be recorded using the tabs on the job form. The following tabs are available:
| Tab | What it contains |
|---|---|
| Details | The main job form with all fields described above |
| Photo | Photos attached to the job - useful for recording the condition of the area before and after work |
| Charges | Costs associated with the job - labour, call-out fees, or other charges raised against the job |
| Parts | Parts needed or used to complete the job - visible on the Job Maintenance report |
| Notes | Progress notes added as work is carried out - visible on the Job Maintenance report |
| Audit Trail | A system-generated history of changes made to the job record |
Assign a job to a Service Provider
Jobs can be assigned to an external contractor by selecting a Service Provider in the Provider field on the Details tab. Service Providers must be configured in RMS before they can be selected.
Track and update a job
To update an existing job:
- Go to Asset Maintenance > Job Management.
- Select the job from the list (single click to highlight it).
- Select Edit from the toolbar to open the job record.
- Update the Status, add Notes, or record parts and charges as the work progresses.
- Select Save to record your changes.
Close a job
To mark a job as complete, open the job record and set the Status field to Completed. Select Save.
View jobs on the Job Map
The Job Map displays open jobs plotted on an interactive map of the property. This is particularly useful for large properties such as holiday parks, campgrounds, or multi-building sites where it helps maintenance staff navigate to the correct location.
Access the Job Map from Asset Maintenance > Job Map.
Report on jobs
Use the Job Maintenance report to view a list of all jobs for a selected date range, filtered by status, job type, provider, area, asset, or assigned user. The report includes work required, parts required, progress notes, and charges per job.
Related articles
- Assets in Job Management
- Set up a job type in Job Management
- Set up Service Providers for jobs and events
- Job Maintenance report
- Set up assets for recurring maintenance
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