How to Set Up Your Job Board

‍What it does:

This is a kanban style job management tool. Configured based on job settings, you can move jobs through stages by dragging and dropping, or from the dropdown menu. It has different view filters, so you can track jobs by date, owner, stage, etc.

Purpose:

To keep you up to date on the jobs in your pipeline, and the value of those jobs, so you know what needs to be done and when, and what’s stuck.

Pre-Requisites: None - all your measurements & proposals will be added as jobs.

Available on: Free, Pro, Premium, Elite

‍

Setting Up Your Job Board

1. Stage settings
2. Filters
3. Permissions

Using Your Job Board

1. Adding jobs
2. Filter view
3. Drag and drop
4. Column values
5. Search

Setting Up Your Job Board

Stage Settings:

Your board is set up based on workflow stages, and each stage is shown as a column in your board.

There are two ways to set your stage settings for your board view.

Reset my board view:

Use this when: You’ve been using Roofr for years, and you have lots of jobs stored in your account.

Step 1: Under Jobs > Settings > Reset Board View

Step 2: Choose the time period you want to include jobs from in the dropdown menu.. Your board will update to only show the jobs from the timeframe.

Note: Fear not, you can access all of your historical job details under the list view.

Stage Setup

This is where you will configure your board to match your business workflow. These can be updated at any time.

Step 1: Under Jobs > Settings > Stage Setup you’ll see a list of all the stages available. The stages that are showing in your board will have a green checkmark.

Step 2: To add a stage, simply click “Enable”

Step 3: To remove a stage, simply click “Disable”

Note: Some of these stages can’t be disabled, those ones have a lock icon on the stage.

Board View

You can change what you’re seeing on the job board by filtering and sorting. This let’s you, or your team, quickly access the information that you need.

Filters:

There are two types of filters, stage filters and job filters.

Stage filters will allow you to filter the columns that are shown in your board. This lets you filter out jobs that aren’t relevant to your needs.

Example: If you’re a production manager and you don’t want to see the sales stages, you can filter those out to show only your production stages and the jobs in them.

Step 1: In your Job Board, choose the “Stage” dropdown.

Step 2: Select or de-select the stages you want to view. Your board is updated in real-time.

Step 3: To see all the stages again, choose “Show All” from the stage dropdown.

Note: These filters are persistent. When you return to the board, your view still reflect the filter.

Job filters will filter the jobs shown on your board.

Step 1: To filter by who the job is assigned to, in your Job Board choose the “assignee” option and select from the list.

Step 2: To filter by only the jobs owned by you, under “Assignee” select “Only Me” at the top.

Step 3: To filter jobs by the date the job was updated, under “Updated” select the timeframe you would like to see.

Note: The assignee filter is only available to “Manager” level roles, not members.

Sort:

Sorting will change the order of the jobs in each stage. This lets you order jobs by the date they were created, the value, and the time in stage. This helps prioritize where to focus your efforts.

Step 1:  In your Job Board, choose the “Sort By” dropdown to choose your criteria.

Permissions Settings:

There are two permission settings in your account, Member and Manager.

• Members can only view the jobs and job-related records (measurements, proposals, invoices etc) that are assigned to them.
  When your members sign in, they will be able to filter their and sort their views, so that they can hide any stages that aren’t relevant to them. Members cannot edit stages at the setting level.

• Managers can view and edit records for all jobs and job-related records that are owned by the team.

Job Board Setup FAQ

1. Can I create a custom stage? Not yet, but in the future you will be able to.
2. Can I rename stages? Not yet, but again it’s on the roadmap!
3. Can I change the order of stages? Not yet

Using your Job Board / Job Board Features

Tracking jobs:

To get the most out of your job board, it’s important to understand your “Job Cards”.

The “job card” represents your job on the board. You should be able to understand the details on each job at a high level, while also being able to see all the jobs in your pipeline.

• Address, customer name, value, report status, proposal status, number of tasks associated to the job that are completed, if anything is overdue, and how long this job has been in it’s current stage.

Important: This is just a snapshot of your job details for job tracking purposed, inside the job card are all the other details of your jobs. For an in-depth look at job details, read this. (link to updated job article)

Adding a job:

You can create a new job from scratch by clicking “+ New Job” and entering the job details.

Pro tip: if you get a call from a lead, click “+ New Job” in your board view to quickly open your job details and capture the customer details and notes right away.

‍

Changing a Job Stage

Drag and Drop:

The interactive kanban board lets you easily change the status of a job by dragging and dropping the job card from one column stage to the next. This is great for when you need to update a job stage, but there are even more efficient ways to change a job stage (spoiler alert…it’s with Automations. Learn how to do that here) (link to updated job article)

Step 1: Click on the job and move it to the new stage. This will update the status within the job card as well.

Drop Down Menu:

You can also change the job stage from within the job details page.

Step 1: Click on the job to open it

Step 2: Select “Stage” and choose the new stage. This will move the job to the correct stage column in your board view.

Column Values:

Each stage column represents a part of your workflow. It’s important to understand which jobs are in each stage, and the total value of those jobs. This will help you understand where to focus your time.

Total Jobs:

This is shown at the top of the column, beside the stage name, in brackets.

Job Value:

This is shown at the top of the column, and is a the total value of all the jobs currently in that stage.

Summary:

Your job board helps you easily track and manage the status of your jobs on a day to day basis. The Job Details page is where you store important details and documents, communicate and collaborate with your team, manage and send measurements/proposals/invoices, and everything else you need to get the job done.