Create and book a workshop job

Make a job with + New Job, from an accepted quote or sales order, or from a booking request; then give it a date, a bay and a technician so it is Booked.

Where it is

Workshop → Jobs → + New Job — Opens the New Workshop Job box
Workshop → Booking requests — Online and phone requests waiting to be confirmed
Workshop → Jobs (calendar) — Drag jobs onto a day, bay or technician

Settings for this

Settings → Workshop → Technicians — Only staff enabled here can be put on a job
Settings → Workshop → Bays — Your bays and hoists, or switch bays off
Settings → Workshop → Job types — The Job Type list on a new job
Settings → Workshop → Trading Hours — Open hours and closures; Scheduled End is worked out inside them
Settings → Modules & flow — When a quote is accepted: job, sales order or invoice
Settings → Orders — Turn accepted quotes into orders by themselves

Where a job comes from

+ New Job on Workshop → Jobs: walk-ins, phone bookings and anything not on a quote.
An accepted Service & Repair quote. On the quote, Create Workshop Job makes the job with a sales order behind it (the order holds the parts and takes the deposit; the quote's labour becomes the job's tasks). If Turn accepted quotes into orders is on in Settings → Orders (it is by default), this happens by itself a few minutes after the customer accepts. Which way an accepted quote goes is set under "When a quote is accepted" in Settings → Modules & flow.
A sales order for parts you fit: press Create job on the order. See Fitting orders.
A booking request from your public booking page: Check in makes the job. See Booking requests.

Step by step: + New Job

Open Workshop → Jobs and press + New Job. The New Workshop Job box opens.
Type the Job Title. It's the only required field.
Choose the Job Type and Priority, and Charged to if the customer isn't paying (Internal, Warranty, Rework or Goodwill).
Pick the Customer or Company, and the Vehicle.
Already have a Sales Order or Quote for the work? Pick it. A job linked to a sales order brings its parts, tasks and estimated hours.
Fill in Bay / Hoist, Estimated Hours, and the times if you know them: Scheduled Start, Scheduled End and Promised to customer (the time you told them it would be ready; it shows as "Due" on the board).
Add the Scope / Description and press Create Job.

With a Scheduled Start the job is created Booked, and BuildTrack offers Send booking confirmation? (when it has a customer). Without one it's a Draft.

Book it in on the job

On the job's left panel:

Under Schedule, set Scheduled Start. A Draft becomes Booked and Scheduled End is worked out from the estimated hours and your trading hours.
Set Promised to customer. It drives the Due time and the overdue flag.
Under Team, choose the Bay / Hoist, then + Add beside Technicians. The first one added is the LEAD.
Not sure when? Set Earliest and press ✨ Smart Schedule, then Apply (best) or Apply on another slot.
Work across several bays or days? ⇄ Split across bays / days. See Scheduling.

Or press Calendar on the Jobs page, open Unscheduled and drag the job onto a day, bay or technician.

The booking confirmation

Whenever the start time is set or moved, BuildTrack asks Send booking confirmation? Press Send confirmation to email it, or Skip — don't send. The customer gets a Confirm booking button. If the customer has no email address, Send confirmation is greyed out.

Who can do it

Making jobs needs Create workshop jobs; putting people and bays on them needs Assign technicians & bays (Settings → Roles). The Workshop module must be on in Settings → Modules & flow.

If something's not right

The technician isn't in the list. Only staff enabled as technicians can go on a job. Enable them in Settings → Workshop → Technicians.
No Bay / Hoist field. Bays are switched off ("Use bays and hoists" on Settings → Workshop → Bays).
The scheduled end lands the next day. It's worked out inside your trading hours; a closed day is never bookable.
The job type you want isn't there. Add or unhide it in Settings → Workshop → Job types.