Scheduling an Assessment Updated April 03, 2025 21:39

Overview

Attract new customers when you let them book new work through your website and Facebook page—and receive a notification as soon as it happens.

Assessments allow you to block off time on your calendar to complete a request. Assessments can be helpful when you need to make a sales call to view a property in order to make a quote or estimate. Blocking off this time on your calendar protects that time so your team can go out and create the quote or view the property. Assessments can also be routed along with your visits for the day. 

Once you have your booking requests turned on and a request has been made online or by the client through client hub, you will be able to schedule that request as an Assessment on the calendar, or can convert that request directly into a quote or job to be able to begin work with this client.

Enter client and request details

When a new client calls in and you want to record their information. before creating a quote for them, your first step should be to create a request. When creating a request, if it's for a brand new client you can add their information to the system directly from the request.

Starting from the Create tab on the side navigation, click Request. 

You will be brought to a blank request where you can start filling out the request details including the:

• Request title: Enter a short title that describes the work requested (e.g., “Gutter Cleaning - Maple St.”).
• Client: Search for an existing client or click to create a new one. To add a new client start typing then select + Create new client at the bottom of the list.
• Requested date
• Referral source

Now that the client has been added to this request, you can start filling out the details and if needed, schedule an assessment. 

Add service details and availability

Next is the Overview section which includes:

• Service details: This is a text box to provide information about the work being performed. Enter a clear description of the work needed. The more details you include, the easier it is to prepare for the job.
• Your availability: This section is where you can indicate your client's availability for the assessment. This can be reference while scheduling the appointment. There are two fields to enter dates for the assessment as well as preferred arrival times including:

• • • Any time

    • Morning

    • Afternoon

    • Evening

Schedule an on-site assessment

Assessments are scheduled on requests. The assessment blocks out time on your calendar for team members to visit the property and contains the details of what needs to be done during this time. We mention above that requests can be created by you from the requests page, but they can also be created by your clients and submitted online. 

From the request, click the truck icon or area labeled “Visit the property to assess the job before you do the work.” This lets your team know a site visit is needed before quoting or starting the job. The assessment will be added to your schedule.

This will add a section to your booking request form where you can enter the instructions for the assessment as well as a scheduled date, time, and assign a team member.

Fill out:

• Instructions: Add any notes for the team doing the assessment.
• Schedule: If you already know when the assessment should happen, set:
  • Start date and end date, or check the box for Schedule later to create a request in "unscheduled" status.
  • Start time and end time, or check the box for Anytime if this visit can happen anytime on the scheduled date.
• Team: Use the Assign button to choose which team members will complete the assessment.

When you save a request for the first time, there are two options:

• Save request: This saves the request and takes you out of the edit screen, back to the top of the request where you can view the request details.
• Save and...: Clicking this button gives you a list of other actions you can do in addition to saving the request. Your options are to:
  • Save and email booking confirmation: The request is saved and a booking confirmation is emailed to the client that their work has been booked.
  • Save and text booking confirmation: The request is saved and a booking confirmation is texted to the client that their work has been booked. If you are using two-way text messaging, this text will come from your dedicated phone number. Otherwise this text message will come from a pool of phone numbers. 
  • Save and convert to Quote: the request is saved and you are brought to the quote creation screen with a reference of the details from the request so that you can build a quote based off that information.
  • Save and convert to Job: the request is saved and you are brought to the job creation screen with a reference of the details from the request so that you can build a job based off that information.

Once a request has already been created, the button changes from Save Request to Update Request. The update options are to:

• Update Request: The request is updated with the changes you have made to it. 
• Update and...:  Clicking this button gives you a list of other actions you can do in addition to updating the request. Your options are to :
  • Update and email booking confirmation: The request is updated and a booking confirmation is emailed to the client that their work has been booked.
  • Update and text booking confirmation: The request is updated and a booking confirmation is texted to the client that their work has been booked. If you are using two-way text messaging, this text will come from your dedicated phone number. Otherwise this text message will come from a pool of phone numbers.  
  • Update and convert to Quote: the request is updated with your changes and you are brought to the quote creation screen with a reference of the updated details from the request so that you can build a quote based off that information.
  • Update and convert to Job: the request is updated and you are brought to the job creation screen with a reference of the details from the updated request so that you can build a job based off that information.
    • Note: These update options create new quotes or jobs. These options do not update any existing quotes or jobs that were based on this request. 

Send a booking confirmation for the assessment

Once your assessment is scheduled, there will be a new primary action to prompt you to send a booking confirmation to your client so that they know you have their work in your books. Booking confirmations can be sent as either emails or text messages and include details about the date of their upcoming work. This is typically a one-time notification to let your client know about their booking, whereas appointment reminders are ongoing for all their upcoming appointments. 

When the request is in "Today" or "Upcoming" status, Text Booking Confirmation will be the primary action on the request. Click Text Booking Confirmation to send a booking confirmation via text, or More Actions > Email Booking Confirmation to send a booking confirmation via email.

Before the booking confirmation is sent, you will have an opportunity to view and edit the message. The default message template is set from the Gear Icon > Settings > Emails and Text Messages Settings. 

The booking confirmation text message or email automatically has a link to client hub where your client can view the schedule and location of their upcoming appointments.

From client hub. they can confirm the assessment and the confirmation will appear in your Jobber account from the:

• List view of the schedule
• Client profile in the schedule section
• Appointment details from the schedule
• Activity feed

Converting a request

In addition to the save options, there are options from the suggested actions on a request to Convert to Quote or Convert to Job. Selecting one of the options will move the request to the next step of the workflow.

After you select quote or job, you will now see a Reference view on the right of your screen. This will include all relevant details that your client submitted with their request and can be used as reference as you build the quote or job. By choosing to convert or archive the request, the scheduled assessment will automatically show as completed.

After the quote or job has been saved, the original booking request will be marked as 'Converted' and you will notice there is a reference to the quote and/or job on the booking request.

Assessments on the calendar

These request assessments will appear on your calendar as an indigo request. To view these scheduled assessments, go to your calendar filters and check the box beside Requests.

You can mark an assessment as complete from the calendar or from the booking request. When you do, you will be prompted to convert the request to a quote or job, leave as 'Action Required', or Archive it. There are also options to convert the booking request into a quote or job from the Suggested Actions in the top right of the booking request.

Push notifications in the Jobber app will work the same as with scheduled visits, if a new assessment is added to your schedule by another user, you will receive a same-day push notification informing you of your schedule change.

Request assessment statuses and actions

• Pending - when a new request has been created online or through client hub
• Unscheduled - when an assessment has been turned on, but not yet scheduled on the calendar
• Upcoming/Today - future scheduled assessment
• Past Due - an assessment that has not been marked complete from a previous day
• Action Required - an assessment that has been marked as complete, but has not been archived or converted into a quote or a job
• Archived - a request that has not been converted into a quote or job
• Converted - a request or request assessment that has been completed and converted to a quote or job.