Your Guide to Custom Stages & Multiple Workflows

A guide to the newly customizable job board features that allow you to tailor your workflows.

Last updated
June 3, 2024

Welcome to your newly customizable job board. Here we'll cover the details of the new beta features in Roofr that will allow you to tailor your workflow to match your processes.

The job board is your command center. It’s the source of truth for you and your team to stay on the same page and keep things running smoothly. Now, you can customize your board to perfectly match your processes and get a full picture of your pipeline at a glance. With customizable job stages and multiple workflows you can manage more, in one single platform.

What’s New: Job Stages

✅ Create new stages to supplement Roofr’s default stages

✅ Rename any stage within Roofr

✅ Re-order stages within a workflow

✅ Disable and enable stages

Job Board Set Up

The stages in your job board reflect your job workflow and all the steps you take to move a job from new lead all the way to final payment. The goal of your job board is to not only manage your day-to-day but also improve the way you work.

Organizing your stages by category

Job stages are grouped by categories. The categories represent the phase your lead is in, and the job stages in each category should be aligned with those phases. There are three categories with customizable stages and three categories that are locked.

Locked Categories:

These locked categories are considered “End of Life” for a job - whether that final stage is a job being completed in full, the lead considered unqualified, or the job being lost. These categories are critical to your job analytics and cannot be disabled. New stages cannot be added to these categories although the existing stage can be renamed if needed.

  • Completed Jobs
  • Lost Jobs
  • Unqualified Leads

💡 Best Practice: Even with a highly customized workflow, you should use these default stages to indicate the final stage of a job. These are used to power the performance dashboard and will give you important insights into how your leads perform, your win rate, how quickly you close deals, and help you identify areas that need attention.

Customizable Categories:

In these categories, new stages can be added or existing stages can be renamed and re-ordered. The job stages impact revenue metrics in the performance dashboard, and are used to measure efficiency - like speed to lead and qualified conversion rate - and the category the stage is assigned to also impacts these metrics.

  • New Incoming Leads: This category should include all the activities related to qualifying leads.
  • Qualified Leads: This category should include the sales activities to get a qualified lead to the signed proposal stage.
  • Won Jobs: This category will include the rest of the job activities post-sale and can include all pre-production, production, and post-production phases. Stages like proposal signed, installation completed, and invoicing would all fall into Won.

💡 Best Practice: Avoid adding all your stages to one category for better reporting. When in doubt, remember that we're here to help. Your dedicated customer success manager can provide examples, offer advice, and help you get set up.

Customizing your jobs stages

The ability to add, re-name and re-order the stages in your workflows gives you the flexibility to match your existing processes:

  • Simplify workflows: Remove stages you don’t use or consolidate stages into broad groups like “In Progress”
  • Expand workflows: Create detailed workflows that accommodate more teams, more steps, or more services.
  • Tailor your naming conventions: Use the names and stages your teams are used to for better team adoption.

Tailoring your job stages gives you more control over the actions that have to be taken to move a job through the workflow. This is a great way to ensure SOPs are being followed, your homeowners get the best possible customer experience and of course - make sure nothing slips through the cracks. Job stages are unique to each business and can be used for a variety of purposes - managerial approval, cold lead follow-up, sales to production hand-off, post-job review collection…the list goes on.

What’s New: Multiple Workflows

Workflows, Job Types, Pipelines, Workstreams - whatever you call them - they live here. Workflows are flexible. They can be used to differentiate between your high-level themes of work (such as repairs, residential, and commercial), sub-trades (such as gutters or siding) or to separate a single workflow based on job maturity or teams involved, (e.g. sales, pre-production, and production).

✅ Create up to 3 workflows with unique job stages, represented as a board view

✅ Toggle between workflows

✅ Assign emojis to workflows to track job types in a global view (coming soon)

💡 Best Practices: When creating new workflows it’s important to think about ease-of-use. Only create the workflows that will get used often, so jobs don’t get forgotten about in an unused board.

Managing Multiple Workflows

Default Workflow

Your default workflow is exactly as it sounds. When a new job is automatically created (from a measurement report or a new lead from your instant estimator) it goes to your default workflow. You can use this default workflow to triage incoming leads and new jobs, and make sure nothing slips through the cracks.

Job Card

The job card is your source of truth for everything you need to manage your job, including changing stages or workflows. In the card details, use the dropdown to easily move the job to a new stage in the existing workflow, send it to a new workflow, or mark it unqualified/lost to remove it from a workflow.

Workflow View's

  • Individual Workflow View: Each workflow has its own job board with unique stages for easy pipeline tracking. You can toggle between these board views and get the same job tracking benefits as your default board view you’re used to, like the number of jobs in each stage, projected revenue per stage, and all your at-a-glance due dates etc.
  • Global Workflow View: Or, you can use one global view to manage all your jobs, in all your workflows, across all of your stages. Simply use the list to select some or all of your workflows you want to see. To stay organized in the global view you’ll assign emojis to each of your workflows. In your board view, you will be able to quickly identify which workflow a job belongs to by the emoji.

Workflow Automation & Performance Metrics

It's important to note that as a beta feature, workflows are still a work in progress. This mostly applies to the ability to isolate settings for individual workflows, and we outline how that impacts automation and the performance dashboard below.

Automation

Automations are restricted to individual workflows, meaning global automation rules cannot be applied. Other than that, automations function like normal - you can automate stage changes in each workflow using your customized stages - whatever floats your boat.

Performance Dashboard

As mentioned previously in this article, analytics in the performance dashboard are powered by the job board. Currently, the performance dashboard analyzes the performance of all jobs, across all boards and cannot be broken down by individual workflow.

Powering your CRM with the Customizable Job Board

The new stage customization and multiple workflows unlock even more potential for your CRM. Managing all your work in one place gives you visibility into your business operations so you can streamline your work and more impactful decisions. To learn more, reach out to your Customer Success Manager or contact us at [email protected].

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