Overview–How Jobber Works for Different Roles in a Company Updated September 25, 2023 22:50

Overview

This article will walk you through different roles that team members in your company might perform as well as the Jobber features that will support them in their day-to-day. Every company is different, especially across various industries or companies of different sizes, so you might find that some of your team members do a hybrid of these roles. The features highlighted in each section can be mixed and matched to familiarize each team member with the features in Jobber that will use to complete their work. 

This article covers specific Jobber features for various roles. For more general account set up, check out our First Steps article which covers getting your settings ready to go and introduces the general Jobber workflow.

Company owner or admin

As the company owner or administrator, you are responsible for overseeing operations and managing your team. You're a go-to person for company questions and you keep everything running smoothly. Here are some features in Jobber to familiarize yourself with to support you in your role. 

Team management – As the company owner or an admin, you likely deal with team management in your role. This translates to Jobber since as a user with the admin permission level, you have access to add new team members and set user permissions so that you can set up each new user so they are ready for their first day on the job.

Set your company up for success – To start getting new leads and new work, set up your request form. Your request form is where existing or potential clients can contact your company for work with their submissions all feeding directly into Jobber. Request forms can be added to your website or to your social media pages. 

Team engagement – Part of your role might also include onboarding your team to Jobber or championing the rollout of software. Check out our guide to Getting Your Team Onboard with Software for tips on how to make the transition. 

Keep your finger on the pulse – Stay on top of what your team is up to with activity feed. From the bell icon, you can see notifications so you can see who is creating new items, what payments have been collected, and what items have been deleted. Activity feed gives you an overview of what is happening in your Jobber account, so you can be informed without actually being with your team. 

Checklist

Now that you've read about the features that support your account owner or administrator role, it's time to get comfortable using them. Use this checklist to familiarize yourself with the tools that will support your day-to-day as well as some initial set up. 

✅ Practice adding a new team member and set their permissions. If you don't have a real team member to add, you can add yourself using an alternate email address than the one you signed up to Jobber with. When you've finished, deactivate and then delete this user. 

✅ Start customing your request form. 

✅ Preview your newly customized request form by viewing the social media link in your share request settings. 

✅ Read through "5 Tips for Getting your Team On Board with Software" from Jobber Academy and familiarize yourself with the strategies that will help drive team adoption. 

✅ Open activity feed and see what your team members have been up to. Then open your customization settings and see how activity feed can be customized to not include particular items. 

Admin or dispatcher

As a dispatcher or someone in an admin role, you likely handle incoming requests and scheduling at your company, as well as making sure that the team members who are doing the work know what needs to get done once they get to the job site. In this role, you are primarily working in an office so these features highlight using jobber.com, however many of these things can be accomplished from the Jobber mobile app as well.

Scheduling – You're the one responsible for getting the work in the books, whether that's the first assessment of a client's property, a weekly visit to a long-term client (we call these recurring jobs), or a job where once the work is finished that's the end of that contract (we call these one-off jobs).  

Give instructions – Your team needs to know what to do once they get to the job site so you need to make sure that what the customer has asked for is communicated to the team members doing the work. In Jobber, you can set up jobs with instructions that team members will see on the app for each visit. You can also leave notes including images in Jobber that your team can view while out in the field and leave notes or photos of their own with the Jobber App. If you need to ensure certain tasks are getting done, job forms are a great way to set up a checklist and standardize the information collected while out on a visit. 

Communicate with clients – It's important to communicate with your clients at different milestones to keep them in the loop about the upcoming work. Once a job has been scheduled, send a booking confirmation to let them know you have their work in your books. Through the Jobber App, send an on my way text message to let you clients know when you are on route (or if you're running late). 

Move your workflow along – Once a request has come in, if you decide that you will be moving ahead with the work, the next step is to convert the request to a quote or job.  This step typically comes after scheduling and completing an assessment, but since not every request or workflow requires an assessment it's also possible to convert the request directly to a quote or job to keep the work moving along.

Remind your clients, automatically – Set up appointment reminders to automatically send your clients a text or email before their appointment so they know to expect you. Unlike booking confirmations which are sent one-time when a job is booked, appointment reminders are sent before each assessment or visit. Appointment reminders can be sent manually or automatically so you can set it and forget it.

Checklist

Now that you've read about the features that support your admin or dispatching role, it's time to get comfortable using them. Use this checklist to familiarize yourself with the tools that will support your day-to-day. Add yourself as a fake client in your account to practice. 

✅  Schedule an assessment, then convert the request to a quote or job.

✅  Create a one-off or recurring job, enter job instructions, and then send a booking confirmation.

✅  Familiarize yourself with notes- leave a note and locate notes left by other team members.

✅  Set up a job form and attach it to a job.

✅  Set up appointment reminders or send yourself a manual appointment reminder.

Sales

If your role in the company involves sales or you're in charge of completing on-site assessments or writing up quotes, these are the features that will help you in your day-to-day. Since you're out on-site, you might be using a hybrid of the Jobber mobile app as well as jobber.com on a desktop computer. 

Complete assessments – When you're on your way to a property to do an assessment, send the client an on my way text from the Jobber App to let them know your ETA. Once you get there, if you need to take any photos, log them as a note so you can reference them later. 

Create a quote – While out on the assessment, you might put together a quote. Convert the request to a quote from the app, then start building out your quote right from the site.

Track quotes on desktop and follow-up – Once your quotes have been sent, you want to stay on top of them so you can win the work. Track your quotes using the quotes report where your quotes are sorted by different statuses. Follow up on quotes automatically with quote follow-ups where reminders are sent to your client about their quote based on a schedule you set up. If you choose to follow up manually, you can be reminded to do so with quote reminders on your calendar. 

Checklist

Now that you've read about the features that support your sales or quoting role, it's time to get comfortable using them. Use this checklist to familiarize yourself with the tools that will support your day-to-day. Add yourself as a fake client in your account to practice. 

✅ From an assessment in the app, send an on my way text message, and upload a photo as a note on the request.

✅ Convert the request to a quote, add a couple of line items, then send yourself a quote. 

✅ From the quote you received, view it in client hub, and approve it.

✅ Open the quotes converted report and locate the quote you've just approved.

✅ Set up quote follow-ups in your notification settings and customize your templates. 

Fieldworkers

If your role involves being out in the field and doing the work, these are the features that will help you out in your day-to-day. This section covers what you might need while out on the job and then with an added invoicing section in case you're also responsible for creating invoices and collecting payment while in the field. If you take on a team lead or service manager role while also working in the field, tracking job progress is likely part of your responsibilities in addition to advising and helping do the work. Since your work typically happens outside of the office, these features will cover the Jobber App. 

Schedule management – Clock in at the start of your day and then into any jobs along the way to prep your timesheet for the day. View your schedule for the day to see all your upcoming visits.

On the visit –  Visits are a type of appointment where you're doing the work. From each visit, start and stop a job timer to log your time on the job, add notes (including images like before and after photos), and fill out checklists (we call these job forms). 

On-site assessments – On-site assessments are another type of appointment that might be your first look at a property. On an assessment, you might put together a quote or complete some of the work. Time on assessments can be logged using the general timer. Any photos taken during the assessment can be added as a note. 

Client communications – Let your client know when you are on the way to their property by sending an on my way text message that lets them know how many minutes out your arrival is. If you are running late, you can also let them know you will be there later than expected. 

Invoicing

Create an invoice in the field – Once the work has been completed, it's time to invoice. Invoices can be created directly from the Jobber App so that you can take care of this while on-site. 

Collect payment – Now that an invoice has been created, it's time to collect payment. This can either be done by entering the card or payment details manually, or using the Jobber Card Reader. 

Managing

Track progress – If you are in a team lead or service manager role, where you're also working in the field you likely have some responsibilities that relate to staying on top of job progress and working with clients to resolve any inquiries they have about the work. One way to track progress is from the client list in the app where you can view your clients as well as a list of ongoing work with indicators for status. 

Checklist

Now that you've read about the features that support your role working in the field, it's time to get comfortable using them. Use this checklist to familiarize yourself with the tools that will support your day-to-day.

✅ Clock into the general timer in the app to start your day.

✅ View your schedule in the app and tap on a visit. Familiarize yourself with where to start a job timer, leave a note, as well as where to view and fill out a job form.

✅ From the visit, locate where to send an on my way message. 

If you invoice as part of your role:

✅ Generate an invoice from a job.

✅ Familiarize yourself with collecting payment and how to change the payment method and amount.

If you're a team lead or service manager:

✅ Navigate to the clients list in the app and view your ongoing work.

Book training

Want some 1:1 help to get up and running with Jobber? Our product coaches can work with you and your team to ensure everyone is comfortable using Jobber for their roles. Start a chat with us or send us an email at support@getjobber.com and we can get you booked in for a training session.