Jobs that don't get finished get lost
under review
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Matt Morris
I am struggling with jobs that don't get completed by the end of the work week. If a job is not completed by the end of a day or week, it tends to fall off of everyone radar because it is no longer visible. Is there a way that jobs that are not completed by the end of a day or week can be automatically unscheduled so that they can be rescheduled again?
I find myself as the service manager, spending a great deal of time having to go through each teachnicians schedule and unschedule and then reschedule jobs that were not completed. The time isn't the biggest issue but the jobs that get forgotten or lost are the big issue.
With lightspeed I used to print out 40 col recipets of each order for each technicians and assign them that way (lightspeed scheudling is non existant). If a ticket wasn't completed I would just give it to them again the ext day and mark it as "do this first". I loved the allure of being able to schedule and assing jobs to techs but when we have 3-4 a week that get lost because they aren't completed in the day or week they were scheduled then this becomes a huge time suck for me. I do have 4 full time technicians and I'm scheduling dozens of jobs a week so, its not uncommon for a few of them to not get done.
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Emma - Citrus-Lime
updated the status to
under review
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Emma - Citrus-Lime
Hi Matt
Thank you for taking the time to share your feedback with us.
I have a few 'tips and tricks' that might help, but I'd also welcome your further thoughts if these are things you've already tried.
- In Workshop 2.0, in the Calendar view, when you revisit a previous week, any incomplete jobs 'stand out' as they have a white background compared to the green background of completed jobs. For example, I've just logged into your Workshop and clicked back to Sun 31 May - Sat 6 June in the calendar. I can see one incomplete job in there, and it stands out quite clearly to me. Have you seen this in Workshop 2.0? Your post pre-dates the decommission of Workshop 1.0 (1st June), so I'm not sure which version your feedback relates to.
- We have added the option to show/hide completed jobs when viewing the calendar. For example, if you click back to Sun 31 Mat - Sat 6 June in your calendar, and click this option towards the top-right, it will hide any finished jobs and show you the ones that need rescheduling straight away. I've included an image of this for you below.
- If you've already used both of the above suggestions, you could consider creating a new Board order status for 'Needs Rescheduling' or 'More Time Needed', and ask the team to assign that to jobs if they're incomplete, but I appreciate that would a) introduce a new column to your Board view, which you may not want, and b) rely on input from the team, which may not be your preference.
Thank you again for your feedback, and please do comment with further thoughts to let us know how you're getting on.
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Matt Morris
Emma - Citrus-Lime
Hi Emma,
Thank you for the response. A few weeks ago I started going back and unscheduling all of the jobs that didn't get completed that week, so I can reschedule them when they meet the requirements of being able to be rescheduled.
Yes, this does help the jobs from falling through the cracks but it also makes a mess out of the unscheduled jobs column in the calendar. Since I have 4 full time equivalent employees, I have not found a practical way to schedule jobs through the board view so I go through unscheduled jobs and schedule them to individual employees, this way I can adjust the times for each order and tailor the schedule to each technicians strengths. But since there isn't a way to filter by "none" it makes the unscheduled list very lengthy and very time consuming to schedule jobs. We are currently doing about 1000 services per season and growing, that being said 3 of my 4 technicians have been bicycle mechanics for over 10 years each and up to 50 years.
So, unless I'm missing something, my options are create a new status called "ready to be worked on" and assign all jobs that are ready to be worked on this status so it can be filtered in calendar view or to just keep manually sorting through all of the unscheduled jobs little icons to know when I get to orders with status none (which isn't actually a status). Unfortunately your idea won't work either because the biggest issues isn't with jobs that need more time its with jobs marked, waiting communication or awaiting parts, these are the largest culprit and hardest to keep track of when not unscheduled.
Either way it is either more work for me or more work for my technicians, that frankly, are not happy with Citrus Lime, so I guess that makes more work for me.
Are there any shops out here that do over 1000 tune ups a year (full services not brake adjusts, shifter adjusts, etc?) that can tell me know they are doing it or if I am crazy?
Thank you!
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Emma - Citrus-Lime
Matt Morris: Hi Matt. Thank you for this thorough response. I'll mark this post as 'Under Review' while we consider our route forwards.