The Roofr Job Board: Best Tips for Managing Your Business

Pete: Hey, everybody. Welcome. Uh, excited to be here with you guys today. Uh, great topic, obviously something that kind of neared you to my heart as the process guy. Um, you know, a big, a big process, uh, a fan here. Um, you know, and it's something that we talk about quite often internally.

About, you know, the contractors that we talk to on a regular basis. Um, you know, we, we have a lot of conversations with contractors that are just starting out or they're smaller organizations and, uh, discussing, you know, uh, their process with them and, and setting up a process and getting an idea of how that process is going to flow.

And, um, you know, a good friend of mine, Ty Bakker, once said, you should always have a process, even if your process is, Figure it the hell out, right? So, so, um, you know, in the beginning, sometimes that's all it is, you know, you tell your, your team, like, Hey, even, I don't know, let's just figure it out. Um, and sometimes, you know, that's a, that's a start anyway to a process.

So one of the things that we've done here at Roofr, obviously, as we've built, um, the CRM is to build, uh, it, in a way that it allows you to. to go ahead and build a process and fine tune a process and hone your process. So, um, really excited to have been a part of this and, and be able to kind of share my two cents, uh, you know, as we've developed this job board and, uh, you know, and hopefully it helps you guys as you, as you start to build, um, you know, build out.

And, uh, you know, and work within the job board. So hopefully Nick will join us here shortly, but if not, I'm going to go ahead and kind of talk through some of this stuff and then, uh, share my screen here. So the concept behind it, uh, before I share my screen is, you know, the idea was. As we started to develop Roofr into more of a sales platform with the instant estimator and some of the other tools that we had, um, you know, leads were flowing into the system.

And, uh, we, we discussed internally, okay, now that we have these leads in the system, contractors want a way to manage those leads and be able to see where they are in the workflow. And where they, what the status of those jobs are kind of at a high level, uh, depending on the size of the organization, whether you're a one man show and you just need to keep organized or whether you're, you know, a small team, five, seven people, and just want to see what everybody's doing or whether you have 20 salesmen, uh, you know, you just want your finger on the pulse from a high level of what's going on.

The job board was really. Kind of like the, the nucleus of, uh, pulling everything together for us. Um, you know, from all of the sales tool funneling into this job board where we had this high level view. So I'm going to share my screen here, which I normally don't do. So bear with me. Um, hopefully I do it correctly here that you guys can see it.

Hopefully you guys can see this now. Um, if you can, Jen, let me know if you can see this because I can't do both for some reason. Um, so, so this is our job board here that you guys are looking at. , What we've done is we've essentially created this job board to where you can see where your jobs are landing, right? So let me get, let me zoom this down a little bit here so we can get a better view. That's a little too far.

My hello there, Pete. Oh, Because I'm trying to share my screen and I'm not very good at it. So I'm going to let you do that part.  

Nic: I can hop in. I apologize for the tardiness. We're talking about some really exciting new roofer features and I got a little bit in the weeds there. So I apologize. How's everyone doing?

Pete: I figured that you were still struggling to put your makeup on for  

Nic: the Creed concert. So I am so excited that Creed is going to take me higher to the place. So I'm ready to rock and roll with that.  

Pete: I had actually queued it. I queued up some Creed on Spotify. So you had some like entrance music here and then you didn't show up.

So this is, you know, for next time.  

Nic: It's on me. It's on me, everyone. But, uh, thanks for. The board for five minutes while you're robbing to the Batman, uh, it was a little bit late, but excited to have all of this.  

Pete: No, I was just kind of touching on the idea of the concept behind the job board and the reason for us building the job board, uh, you know, and just kind of giving everybody the low down on, on where the job board kind of originated from the idea for it and the reason for it.

And so before I kind of dove into it, so your timing was It's perfect. Really? I was just about to try to figure out how to share my screen correctly because I don't normally do that. You do it. So I was just trying to figure out the best way to show that. So perfect timing.  

Nic: Awesome. Well, yeah, the job board, super exciting.

The way that we've kind of been building it out and, uh, Creating some changes in iterations. There's so much functionality to it. And I know from my conversations with Roofers day in and day out, the biggest thing I hear is just like, how do we stay organized and you've mentioned in the past, like the whiteboards on the wall and the manila folders everywhere.

And you still see that in the Facebook comments. And this is something that's going to tie it all together so that you could at any time, see where things are and tie a lot of stuff to it as well. So. Your, your, your visibility becomes one thing rather than hundreds of papers. And that's, what's so beautiful about this flow.

Pete: Yeah. And one of the things that I love about it is, you know, we've had this conversation internally. I know Zach from our implementation side, you know, said that he deals with a lot of customers who come to him and as they start to help build out the accounts, they struggle. They don't really, don't really know their process, right?

Maybe they're brand new Roofr, maybe they're just a small, uh, company and they haven't really had to. Sit down and really think through the steps. I can tell you from a past life when I used to train people on CRM at my former employer, like we would do the same thing. The first question I would say to them was, you know, walk me through your process.

Lead comes in. Okay, what happens next? Right. Okay, you schedule an appointment. What happens next? And we would kind of walk through step by step through this process to get an idea of like how things worked internally in their company. And so what we've done here at Roofr for maybe if you're a newer company, um, you know, or, or just haven't really gotten to the point of Developing really a sound process is we've kind of built a process in here, right?

Like we've put in kind of a, uh, templated process in a way, but we'll have left it flexible to where you guys can modify it and change it, add things, delete it, uh, you know, and really make it fit your company. But at the same time, if you're brand new and you really don't necessarily know where to start in building a process, we've kind of done it for you a little bit here to kind of get the ball rolling.

So, um, you know, some of the things we've done. Just really make it smooth and easy to get this whole thing set up. And Nick will show you here in a second, some of the things that we've done. So let's dive into it a little bit and talk about some of the features of the. You know, the job board, Nick, I know one of the things that I really like about it is the cleanliness of the look of it.

Um, you know, if you guys are familiar with Trello and that Trello board kind of feel to it, we've kind of gone that way where it's very easy to pick things up, move it around, you know, things are very visible. They're very clean looking, very easy to, to distinguish what's what. So, um, you know, obviously we start right from the beginning when the new lead comes in.

So, and one of the things that I would read off the bat is if you guys have not really developed a process using our job board, or even if you're not really using our job board, you know, being the person who can,

um, being the person who can, sorry, guys, uh, being the person who can, you know, maybe write this down, you know, if you're not using our job board or you're not using a CRM, don't be afraid to just take a piece of paper and write down what you guys are doing. Kind of work through the steps and figure out, you know, what kind of process do we have going on?

And then when it does come time to maybe implement a CRM like ours, or, uh, you know, if you get jumping on with us, it makes it a lot easier to get the ball rolling. So I'll let Nick take a little, uh, take you on a little tour here really quick, and we'll kind of talk through it.  

Nic: Yeah, I love it because you've done these talks at conferences and RISE events and everything to really talk about like how to tie everything together with your company and to write down your stages of your job as you're going along.

And the key is to remember, like, let's not make it overly complicated where it's too granular and people get lost in the sauce, lost in the process, process, uh, but they also, uh, you don't want to make it too short where that there's a bunch of missing stages. So, number one, we set you up as soon as you sign on Roofr, you do have access to this job board, whether you're on the free, pro, premium, or elite plan, but you have that all set up where we actually have some suggested job stages, like new lead, appointment schedule, proposal sent, signed, etc.

And what's nice, like you're saying, on certain plans, such as the premium and the elite, you can change the names and really customize your job board, start to figure out what you want. So you're able to go into your settings and actually see, and this profile I'm on is on the elite plan, so you're able to create and change all these different flows to kind of make it into what you want it to be and what you need it to be and check off the ones that you want to see.

Spoiler alert, as you see, uh, you can have up to three different pipelines or workflows in one, uh, Roofr account when it comes to, uh, the Elite plan. So if you are doing multiple trades or industries like retail, insurance, repairs, or residential commercial repairs, whatever the case may be, siding, you can add those in and differentiate and have different cycles for each.

So. That really makes it easy so that if we follow the rules of process P on how to kind of set your stages and make sure that you're as efficient as possible, you can have that built out and correct me if I'm wrong, you're saying like the sweet spots around like five to eight major stages plus like the close one lost, et cetera.

Pete: Yeah. I think depending on how. You know, involve your company is, or what type of work you're doing. Obviously, if you're doing insurance, that adds a couple steps, but for the most part, you can, I think eight is really kind of like a really good ballpark area to kind of fall. You know, if you kind of count what we have in the beginning here, it runs about seven or eight steps.

I think the one that that's set up when you, you know, first open the job board in there. And, uh, you know, we took some time to kind of figure out what were the most commonly used. And, and that's kind of what we gave you as the baseline starting job board. Um, and it runs about eight, you know, like I, I used to remember seeing people who would have, you know, 50 stages in there, it's a bit much, right?

Like it's, um, you know, it can get very, very, And if it gets too granular here at the job board level, then it gets a bit overwhelming for your team, right? And it becomes very difficult for them to understand where jobs are at. It becomes very difficult to stay organized, even though you have it down and visible.

Um, so I really like to stay around like eight to 10, depending on what you're doing. So to combat the whole granularity piece, what we have built into the job card, if you get in there as, um, chest, right. And checklists are almost like sub workflows, right? So what they allow you to do is to have a group of tasks that are specific to a stage in the workflow so that you're not taking these items and clogging up the Your actual high level workflow with all of these individual items.

It allows you to really have these like sub workflows built into specific stages. We've gone a step further and actually made them automated to where you can automate checklists to appear upon stage moves. So for instance, you know, Hey, I want to make sure once I get an appointment scheduled, that my sales guys do these 10 things, I can have a checklist that automatically appears inside of that job.

For that salesman so that he can go through and check off those items. And then when the job moves over to production, I can have my production manager, have a whole new automated list of tasks that he can tackle. And then that way I'm not having to put all of these minute details into my job board. Uh, they can be captured as checklist items that my guys can go in and just check off as they do  

Nic: them.

So the way I like looking at this too, is exactly that. So you, instead of getting too granular there, create these, uh, tasks here. I look at it from a different perspective where it's, these are SOPs. So I have steps that I need them to take. And that, like Pete was saying, but think about it. If you're hiring up and you're scaling up your, your, your sales force there, you're going to want to make sure that people are doing the ways, things that way that you want them to do.

And I learned from a while ago that like, no one's going to, like, if you're an owner of a business, no one's going to, Be as invested as you just never going to be the case. So this way you can make sure that they're doing everything that you're needing them to do without micromanaging, which creates a better culture.

But at the other thing, the, uh, the benefit of this is kind of that checks and balances. If you notice after a job and something goes wrong, God forbid, but you notice that like, Hey, I need to make sure that, uh, checks terms and pricing is done. And I go in and I see check terms and pricing. Were checked off, but it wasn't done on the final job.

It's a learning experience. Or vice versa. If it was done and it wasn't checked off, Hey man, this is our CRM hygiene, this is what we need to kind of work on in line and very, very, um, uh, together to make sure that everything is, is, is set up for success. That's for you and your company without having to micromanage and go through that flow.

And that's what I love about that. And you can see with the system updates on the side here, you can see when time stamped, the date stamped of when each task was completed. So you can kind of always have that in your back pocket there. You could hide the system updates as well, but they'll always be there.

So that your history of it is set up.  

Pete: Yeah. I had a contractor say to me once the biggest advantages to using a CRM like this, where the organization, the streamlining of his operation, but the biggest one was the accountability piece, right? Like the fact that people were assigned things, everyone had visibility to it.

We could easily go back and double check, triple check. We could go back if God forbid, there was an issue. And, uh, you know, be able to see what happened, when, what communications were had with the customer. So all of that transparency, visibility, uh, you know, around the job and around everyone's responsibilities is really the biggest advantage to streamlining an operation through a system like this.

And, uh, you know, I think the more you take advantage of the tools in here, things like the job board and the task lists, uh, the checklist, all of these things just make it easier. Add to that accountability piece where then we can easily go in and say, you know, did my sales guys do what they were supposed to do?

You know, did they take the pictures that I wanted them to take before the job started? You know, did my production guy go ahead and make sure we had permits or whatever we needed ahead of time before we threw this job on a production schedule? So these are all things that just make it very easy for me to go in as a high level, you know, manager or the owner and be able to see where  

Nic: everyone's at.

And what's cool about that too is that you can even set up like assignees and due dates on these as well. So that you can really make sure that everything is set up for success. So even if the job is ongoing and you want to add something in real quick, I can make sure they call Pete to set up production here and it's assigned to Ajiv and it's due tomorrow.

So we can really make sure that things are being followed up on an orderly basis. And that really, really helps out that flow a lot of the times. And as you can see, things you can start to see from tasks. So again, On the not micromanaging part and being able to have a lot of visibility from a manager or even from a sales standpoint, I look at this board, I see the customer, I see the job, I see the value, I see when it was last updated, when it's new to the stage, who it's assigned to, I see what's going on inside the card, reports, proposals, stages.

And amount of tasks that are done. So it gives me a quick helicopter view where I'm not having to just kind of guess and see as a manager in sales. This is like a dream. I wish that, uh, like that you could always have that where you can quickly take a glance in and do a forecast without having to, you Go through each job card and look at the notes.

I'm able to kind of see what's going on with the major things that needs to be done. And when I open up, I can see all the other stuff that needs to be done as well. So, really nice and clean and easy to build out stuff here that really makes life a lot simpler for a sales rep as well as a manager or an owner.

Pete: Yeah, I mean, it's, you know, the, the big part obviously is the visibility piece, but what I really like about it is it standardizes the way everyone works inside the company, right? So now if I'm bringing in new employees or maybe I'm retraining my sales team on a process that we are trying to implement.

Having this job board and then being able to see the actual steps one after another and how the job's moving through those steps. It just standardizes how every single person in the operation is working. Uh, and it's nice to be able to see, like if I'm the production manager now, I can kind of see the pipeline coming down where maybe before I didn't have visibility on that pipeline until it got to me.

Uh, you know, until a job was sold and I, you know, someone hands me that manila folder or something, you know, or shares the Google sheet with me. I probably didn't know what's going on on the sales end, so I couldn't necessarily prepare myself, you know, if we get an influx of jobs or anything like that. So this way now I have that high end visibility where I can look as a production manager and say, okay, I just saw, you know, a huge influx of leads, which means it's probably going to trickle down and we're going to have a busy time in production, right?

So those types of things just help the whole organization as a whole to, to stay more streamlined and organized as we move through, you know, just the daily operation.  

Nic: And what's really cool about that too is like as a manager, this seems like a heavy view, like I got everybody's stuff in here. But if I really want to kind of take a look at it, I can look at certain stages and there could be persistent stages.

So I'm a production manager. I could really only focus, I could focus mainly on the B stages because these are the ones that need, I need to really focus on. And once I do, I have applied filters. Now I have a mini pipeline that I only care about. This is the only thing that's necessary to me to understand where the things are signed, what's in production.

You could have pre and post production, all that fun stuff in there as well and build that up. Or the other option is you can as a manager, uh, hyper focus or an owner of hyper focus on a couple sales reps. So instead of seeing everything at once, you can go in there and take a look at the assignees. And I can just say, I'm going to look into, let's go to Cameron here.

I'm going to look at the Cameron's, uh, stages here. And see how things are going. Okay. I have a much more cleaner, easy view to kind of understand what's happening with it, where things are, what things need to be updated, and I can give them a shout. So the ability to really sort, change, update, filter by lead sources.

There's so many different ways that you're able to really streamline your effects, your flow, to make sure you're as efficient as possible as a company. And as an owner or a manager, your visibility is at an all time high. Okay. allows you to close more jobs and increase your revenue.  

Pete: Yeah. I mean, this is huge.

You know, we, we used to have guys that would color code, uh, their job board, you know, based on the responsibilities, you know, sales is red and production is green and this person's yellow, right. Or purple. So what we've done by allowing them to filter like this is you can really customize the view, regardless of how the job board is set up.

Overall for the entire company, whether I'm a salesman or the production guy, or, or maybe I'm the accountant that's coming in here and like, there's only specific things I care about, right? Like I may not care about new leads coming in if I'm the production supervisor. So why do I want to see that column?

Right. So I can go in there and I can customize my view and save it so that when I opened my account, I'm looking at those, uh, you know, that specific pipeline every time, and I'm not having to go back and, you know, look at, you know, Uh, you know, the whole pipeline or, or go look at an individual stuff that maybe doesn't pertain to me.

So I really, really like that ability to kind of customize, even within the pipeline that the company has built, individual views per my job responsibilities.  

Nic: Yeah, it, it really helps there with it. And being a. But they kind of see everything from a large perspective too with all three of your pipelines open or not.

I love the little icons that we've built in there to kind of signify is a job in retail or insurance. And you can kind of follow along with how these things work. So again, understanding and customizing your flow to make sense for you guys is great. The problem that you find with a lot of out of the box roofing CRMs is that they have their five set stages.

And you can create sub stages underneath them and stuff like that, but you're stuck to those five. And what we know, as Roofers, and as people who talk to Roofers, is Every company is different. You got a different flow. You got a different process. You have a different way of thinking of the, the, the journey of a lead.

So being able to customize and edit that flow and see it very cleanly across the board really makes a big difference.  

Pete: Yeah. A couple of questions here coming in about the filters themselves, Nick, and the ability to kind of set those up and apply them and save them so that it looks like, uh, possibly as they're refreshing, the page is refreshing back to The flow, like what's, what's your suggestion there for kind of keeping the filters in place after they've, they've gone ahead and sorted it in a specific way.

Nic: That, that one, I think that, uh, that has been recently fixed with a, uh, update where these are now persistent. Same thing in the catalog. Those are persistent views as well. So let's just try it out here. If I select none, but new lead and apply a filter. It's just going to show me that and now let's just do hardcore refresh.

Fun fact, as a roofer, I found out if you want to clear your cookies and do a hardcore refresh, it's ctrl shift and R. So everybody should know that. If your computer is slow, just do that. See, I saw that persistent view there. So if you're not seeing that one, uh, and you're on, I'd be curious to know if you're on a phone, uh, using it on the web app or computer, refresh that screen from like a hard refresh sense.

So control shift and R or Mac command shift and R. And that way you'll be able to open that up and make sure that you have those persistent views nowadays. Select all. Cool. Let us know, uh, Juan and Caleb, if you're seeing that consistently, uh, cause then we can dig into that to see if there's anything we could help, uh, improve on that stance.

Yeah. So  

Pete: let's talk a little bit about what you touched on earlier, Nick, about, um, one of the things that we've added not, not too long ago here, the ability to manage multiple pipelines, right? This is something that we were asked for right away when the job board comes, we were asked for it a lot. Uh, my former CRM.

Um, you know, we do multiple trades or we do, you know, different types of work. I do residential, I do commercial, I do some insurance, I have a repairs division. Right. And all of those flows are different and I don't want to have to set up one giant job board that accompanies all of those things. So. How do I manage that?

And, and it makes sense in here. So if you can kind of demonstrate a little bit of, you know, the effectiveness of how we can run kind of these parallel, multiple job boards, uh, with regards to, you know, our different trades  

Nic: for sure. So the, uh, multiple trade, multiple pipeline workflow there is only available on the elite plan.

You get up to three, which is great. And you can go simply into your settings up here. And then you can create or change and make defaults on different ones. So for this case, I have three. I have retail insurance and repairs. And so what I've done is I've made my retail the default, but I could move that default over to other ones, which is great.

And when you go in here, I can hit manage. And take a look at everything altogether. So for new lead, I have that in every single one of these, and then I can go and create more in there. So for, uh, a elite customer, uh, the elite plan member, you're able to change things out. So I can go and add in whatever I need as a new stage at any point in time.

And we have buckets. We have new incoming leads, which is our first bucket. Qualified leads, which means things that have moved out of the new lead, uh, appointments and one jobs. Uh, we also have completed jobs, lost jobs, and unqualified, but the three big stages you're going to be looking at incoming, qualified, and one.

And this way you can kind of really set up your stages. So for retail, it's pretty simple for me. I have new lead, appointment scheduled, proposal sent, proposal signed, production, payments and invoicing, completed, lost, and unqualified. But for insurance, it's a little bit more nuanced. I have a lot more information in there, a lot more stages I need to make sure.

So I'm going to make it a little bit more granular because there's more steps into it. So I have new lead that turns into contingency signed. Maybe I'll add in the, uh, uh, appointment scheduled contingency sign. Maybe I want to put inspection above that. I could move that up and down. As you can see, Um, contingency side.

Then I'm going to work with the adjuster. I'm going to follow up with the adjuster. I'm going to make sure that I got the conditional approval, proposal sent and presented. And then moving on, I could have that kind of go into supplementing, first pay, first payment, scheduling, you know, pre production, production, all that stuff, and build that out.

You can be as granular as you want and set them up differently for each stage. Repairs and storms, a little bit quieter on that aspect as well. We have that all set up. Once you have that all in there, what's beautiful about it is once you go back into the board view, I could either filter from one to another.

So maybe I don't want to see retail. I want to just see insurance. Now I'm going to focus in on the insurance page. I can see what's going on from step to step to here, or I just want to see what's going on in my repair stage. I'm able to kind of filter through, but what people love the most is be able to see an overview.

And I mentioned those icons before, but what I, we didn't have that at first. And what I love about this,

customer. Um, so what I love about that is that you're able to see what is in which one. So I can see retail, insurance, repairs, storms, all that stuff and where they are. And underneath each card, we now have that up icon in the top right hand corner to signify what it is. So as a manager. You're able to see everything and not lose a job in the stage throughout the process.

Pete: Yeah, I love this because it's essentially like running multiple workflows simultaneously parallel to each other, right? And so no matter so, however, the job comes in. And when you mark that job, the type of work that it is, it just automatically pushes into that workflow. And like Nick just showed, like, you can kind of filter through there.

Whether you want to see that high level view or whether you want to really see some specific stuff that becomes very beneficial. If you have people on your team who are specific, you know, like a lot of guys have guys that are just specific to repairs, right? So they're not going to care about the insurance workflow.

They just want to see the repairs. So they're going to, you know, just pay attention to the repair workflow and see just the jobs that are assigned to it. So, um, Really, really a powerful tool for anyone that does, uh, you know, multiple trades or, or multiple, uh, types of work inside of roofing, uh, to be able to run these, uh, multiple workflows parallel to each other,  

Nic: a hundred percent.

Pete: And  

Nic: what's really cool about this is like even being able to move things around. So from in here, you can move it to close loss, and if you have proposals associated with it, you're going to give you the information here and you're going to, you can actually turn all those proposals into loss proposals as well.

What's the simple click. So anytime you go into your job lost, uh, filter, you can actually see what the reason was behind it. And even in our performance dashboard track those, cause it makes a big difference down the line.  

Pete: Yeah. So let's, you know, one of the things we talked about early on was the fact that, you know, we had leads coming in now and we needed a place to essentially house them.

Uh, and be able to have that visibility of them here in Roofr. So we developed the job board in a way to kind of become this hub, right? This nucleus of where everything kind of feeds off of or feeds to, right? So, um, you know, let's dive into the job card just a little bit and just kind of review some of the things, some of the capabilities that we have from a new job coming in, um, you know, the idea here is that we want you guys to really maximize the use of the job board and be able, as a team, to You just work right off of this job card as it moves, you know, through its life cycle in your, in your process.

So we've really honed it in to be able to have all the capabilities that you would need to run a job from this job card, right? It becomes your source of truth and has all the information that your team needs. Uh, you know, about the job, it's going to house your things like your measurements, your proposals, your material orders.

Um, you know, all of, like Nick showed earlier, it's going to house all of your, uh, communications, right? So if we're communicating with a customer via email, text, any of those things, we're going to see all that stuff. So, you know, the job card becomes a very, very, uh, powerful tool. Um, I do like Caleb's suggestion to potentially add the phone number to the job card so you can see it at a glance.

Thanks. That's a great suggestion, Caleb. We'll definitely take a look at that, um, and see if we can squeeze it in there. The job card is getting more and more things that are, uh, we're wanting to add to it, so, you know, it's a, we're walking that fine line of keeping it nice and clean without, uh, you know, while we're still able to, um, you know, add you guys as much information here as possible.

So, um, you know, I guess let's talk quickly, Nick, about just what the job card in this view shows and then let's maybe jump into a job card really quick and just run through it.  

Nic: Yeah, so this will show you a bunch of stuff. So starting off there, you can actually, in our settings, change from either address first or customer name first.

So as simple as that, this is all updated now. My customer name is now first on all these. So you have that ability. Yeah, we want to make sure that it's clean, it's visible, it's not crowded. So what this is going to show is, yeah, customer name, it's going to show the address of the job, the proposed value, whether you input it or it's coming back.

From a automation, uh, through a, uh, the proposal view. It's going to show how long it's been in the stage. When was last updated the card as a whole and who it's assigned to with the initials kind of built in there. I saw that there was a question, um, that, uh, uh, about if you move it to this stage and then move it back.

Can you have that reset? I don't know of a way as of yet, but as you can see, as soon as it moves, it updates that stage of where it is. And also gives you kind of indicators. If it's past a certain amount of days, like anywhere from seven plus days, you're going to see it turn yellow. And anything past that is going to turn red, uh, to show you where the issues are, uh, where you might want to kind of pay some attention to.

Um, and that, that really helps you kind of understand where things are. It also is going to show you the task, how many are done and what's in there, the report, the proposal stage, and everything else in there as well. So if the report isn't complete, it will tell you, report complete, proposal sent, proposal one, proposal draft, all that visible right off the bat.

Pete: Yeah, I love the visibility here. Uh, you know, of all the things that you can see and just kind of like the status updates, right? Knowing like, okay, what has the team done so far? You know, maybe we're in, you know, we've run the appointment. Maybe we've got it in the proposal sent stage, but like what have we done, right?

Like what tasks have been completed and having that high level visibility right here without having to click into every individual job card. You know, that way I can kind of look here. Okay. That one looks like it's on pace to do everything correctly. I can kind of let that slide. And then if I see one that looks like it's missing something important, now I can click into that, go to that job card and get to a more granular, uh, look and, and see what's going on.

Nic: Yeah, and that's what's really cool about that, being able to understand at a quick glance of where you are, and to spoil a future, uh, uh, Masterclass with Corey, like, we do have timed automations, and we'll get into more of the automations in a future Masterclass, but, we'll Maybe not a sequence kind of build out, but let's just say from this stage, you can see that there's a proposal sent, report complete, don't have to do anything, and this is 12 days in, where you can set an automation that it automatically follows up to people after 7 days or 6 days, whatever you want that to be, and, and build that in on that aspect.

So, being able to see everything from a view, if there's, There's some tasks that are overdue here. You'll be able to see that as well with the little red dot. It's going to allow you to understand where your sales reps are. When you're able to filter around them too, you can make sure that everything's up to date.

Nothing has been not updated in a recent timeframe. You could really create your SOPs so that they're dialed in around the board there.  

Pete: Yeah. Yeah, absolutely. Let's take a dive into a job card just really quick in case there's someone here who hasn't really gotten a feel for what the job card does.

Maybe they're not using the job board at this point, Nick, and maybe they just don't, uh, you know, utilize the job card to its fullest capabilities. Let's just maybe click into a job card and just kind of like roll through all of the capabilities that are inside of there and how this really becomes the hub of the job, like the heart of the job and everything, uh, you know, the source of truth for everything involved  

Nic: in it.

When you're in the job card, you'll have the address at the top, the customer information right off the side. You can see the little checkbox that it means that I'm able to text to this number, which is there. Nice and clean. And then everything is going to kind of show you right off the bat here that it's new to stage, we have tasks, report completed, proposal sent, when it was last updated, and that everything has been saved.

And what I like is that I can go now from section to section very quickly. Using these hover bars here so I can understand what is happening with each section as I go along with it to make sure that I don't have to kind of get lost by scrolling and everything. If I need to see something updated with the material order, I can click here.

Invoices, Instant Estimate, Information, all that can be visible right there and you can see how that moves with you as you go along. Now on this stage here, we can see who it's assigned to. We could change to it's assigned to very easily there to change stages. We could change stages from here instead of pulling across the Kanban board or using our automations.

And if we need to change a workflow from going from retail to insurance, I can move it from here into there very, very simply with that as well. Now, I can also see where the source came in. You can either type it in or it can come from your instant estimator and automatically populate in there. So if I have this customer is a colon, I can make sure it's there or I can even add one.

So maybe it's, uh, Pete is a big, uh, referral guy. Repeats, roofing, lead. I can add that new lead source on the fly and this can follow up with me as we go along. These job values can come in automatically from Instant estimator or proposal or you can type it in and kind of have that there. And the details section is great for gate codes, material sections, parking, whatever you need in there to kind of keep it there.

And that part right there, this is your hub. This is where you're going to go and be able to see all the info as well. But this is kind of your main controls there. Moving on, we have the tasks, which we went through as well. We can order a measurement, whether it's DIY or through us directly from here, create and send proposals and see.

Status updates as we're going along with that as well, which is nice and clean. Make quick actions on them. Order materials, invoices, upload attachments, uh, from everything in there as well. Um, as you can see, we could have PDFs or photos marked up in there. And instant estimate section, whether you are using an instant estimator or you're just adding in stuff, like you want to have stuff about that lead, it's all in there right there.

And then we've talked about the system updates, the emails, the personal notes that we can DM and tag people in. We can email directly out of here, right, by using templates. So I need to send that out to the customer, send that email directly out to him, which was me, or text directly out from here, again, either a custom or use a template, and send that text out directly as well.

The internal notes is just as easy where I can Go in and say, Hey Josh, please make sure you tell the customer about his leaking soffit. There you go. All that builds up really easily. And just to show you how nice those texts show up, I have it right here. So, opens right directly in there and you're able to go through it all there.

Pete: Yeah, I love I love the fact that everything just kind of lives inside these job cards now, right? So as the job moves and progresses cradle to grave we can kind of see everything that's happening you know if something were to happen, let's say I get to post production and you know, there's a Let's say there's a mix up of some kind, I can easily just go to this job card and see everything that we've done, uh, you know, to make sure that we're on the same page with the homeowner and, and make sure that we haven't done something that we weren't supposed to, or, or potentially promised something that, that we didn't do.

Um, you know, I literally just did a podcast with, um, our Roofer of the month. Ben Morrow from Roof Dagger. And he said, one of the biggest issues that they've found, not an issue, but opportunities that they discovered in their company was customers coming back to them at the end and saying like, Hey, When I talked to your salesman, I was given this expectation and then this happened and the two really don't align with each other.

Maybe, you know, the salesman promised something up front and it didn't necessarily happen the way the customer thought it would. And maybe it's a communication thing or maybe it's something just got missed in the communication internally, you know, about the job. So, uh, you know, that's something that, you know, now they've added production managers to all their jobs to really stay on top of that.

And be able to, to really manage it closely. But, you know, something like this, a tool like this, and being able to have this visibility, you know, drastically cuts down on the opportunity for things to be missed, especially when you have checklists and, you know, the ability to add the attachments and the ability to see all the comms, you know, to where.

You don't have an issue now of like, you know, he said, she said kind of situation or, uh, you know, Oh, I texted that customer and, you know, now suddenly we don't have the text, you know, all of that stuff now lives inside this job card so we can easily keep track of everything.  

Nic: Yeah, setting up automated, uh, uh, emails through stages or dynamic fields to really personal, add a personal touch, all that stuff really kind of sets it apart and you can kind of see exactly what's happening, what's going on, the responses back and forth with everything.

So you're able to now understand all this as we're going and building through, which is really nice. And then you can even do a quick order stuff from here instead of going on there if that wasn't easy enough. We even have a shortcut here where I can go in, order report, the address is already put in, so it's going to find that pin for me right off the bat.

I can confirm, pick all or none secondary structures, and quickly order that off. And now, you'll see that in here, it changes this to multiple reports. And we're ready to rock with that as well.  

Pete: So I've got one question here from Logan, which is a great question since we're on that. Oh, as soon as you just click off it, but since we're in the job card, he asked, can you reassign a job if a job is approached as a retail job?

And then we realized once we get into it that, hey, this job is really an insurance job. Can we easily make that switch, uh, you know, inside the job and not have to recreate the job and reassign it to your insurance?  

Nic: A hundred percent. Yeah. So you can go right from inside here. We could change that workflow, move it into, it's in proposals, uh, presented here, so we're going to move it into proposals, sent it in the insurance workflow now, and if I have a different rep that needs to assign it, I can move it over to them as well.

But now that it's here, I can see it's in there. This is the address we're looking for. Car Avenue. Great. Let's just quickly take a look and open this up to proposal presented. You can now see that move it over Proposal presented is in the insurance workspace under 20 car there still assigned to RSC Which is good and everything's set up there So really really easy to move things from stage to stage and open up that stuff there And of course if you're in that you're not going to see it anymore  

Pete: Yeah, absolutely huge to be able to not only reassign it but to be able to reassign the actual location in the job board and potentially the rep.

So, uh, hopefully that answers your question, Logan. So no, uh, you don't have to recreate the whole entire job to get it in the correct board. And you can make that switch at any point in the process. You know, no matter how far along the job is, you can go ahead and make that switch and just reassign it, not only to a specific individual specific board, but also change the stage in the workflow.

So if, you know, if, Maybe now it needs to be in supplementing, you know, that we can, we can quickly move it there. So,  

Nic: which is nice. Two things I didn't want to mention on quick little update. So they, we, any new job that comes in through your instant estimator or a lead, it's not going to get lost in, in, in the, the pile there because you're going to have a badge on there letting you know that there's a new on action lead.

Once you go in there and do anything in here, So let's just say I moved it to appointment schedule. I go in, that badge is going to leave now and it's going to open up. And the other cool thing is like, we do have leads that come in from the Instant Estimator. When that lead comes in, the name, the address, the value, the Instant Estimator stuff is going to be filled out, which is very easy, customer created and everything.

But if you're creating something from scratch, you can go in and add in there. So to answer Brian's question, There's a couple ways of doing the CompanyCam thing. One is right from here. So I can go from, let's just say it's one Toby Court is the address. I can create this from CompanyCam. It's going to automatically link that to CompanyCam.

I don't have that one in there, so I'm just going to pretend it's this one then. I have that there, and now you can see here, my integration with CompanyCam is there, so I can view all the photos in there, Brian, which is nice. But from here, I gotta add a customer name, so I'm gonna add, uh, Pete the Process Man is the company name, and Pete at Roofr.

com. And here's his phone number for everyone who wants to text him. Uh, that's not his real phone number. But, uh, you could add that in, and now I have Pete. Job, customer, phone number. I could add accent from the email, verbal or implicit. And then everything else is set up. I can quickly go down to the Instant Estimator.

Since there was no Instant Estimate, if I want to add in information about this job, that it was roughly a 1200 square foot home, it's a moderate pitch, it will adjust the pitch for me, that the person is looking to get it done now, it's a residential, they want financing, it's asphalt in there, now they want to go back with metal.

And any notes, uh, Pete is, uh, Interested in a metal roof. Leaking is happening. Roof is 15, 12 years old. And that doesn't have to be just in the estimator section. I now have that all set here. And now when my rep comes in to take a look at it and say I sign it over to Oscar. I have this here, internal note, at Oscar, check out the notes in the estimate section for more.

Boom, that's notified. He goes down there, sees any of the notes and Has a quick sky view of the home. Ready to rock with that as well. Love it.

Pete: Let's see. Have we missed any other things, Nick, that you can think of? Any, any great tips and tricks about the the job board that we maybe have  

Nic: glossed over here as we've gone through? One of my favorite things is from the instant estimate aspect. If I go into the instant estimator section, bad example.

This one didn't cover Instant estimator. Um. But I think real quick, I think this one did come from an instant estimate. So if I go into the instant estimate section, yeah, I could see all the click throughs and everything that they did. So anything that they're interested is great. I can see that they are interested in roof repair, dynasty and standing scene, everything here.

So I could match urgency with urgency, like we said before, but here's a sneaky hack. If I want to see exactly what they're looking at and they're saying, well, I saw something on that page and it was of interest to me. I can't remember what it was. I can click on this little bar here and it opens up the exact page that they were looking at, exact things that they clicked on, everything right in front.

So it's a really sneaky hack in there to be able to add in and see what do they mean. Oh, maybe they're talking about my company cam project profile and my instant estimator. Okay, well, it's this one that they were looking at. That's what they were mentioning. That's why they were clicking on this one because they thought it was there.

All that stuff can be seen very, very quickly. And. Easily opened up so, um, I had to get out of the full screen. Get out of there because I used to that. So, um, that's a really nice fun hack there and also really taking advantage of the two way texting and emails, the DMS and everything else just really sets you up for success throughout this entire process.

Pete: Yeah, absolutely. I think, you know, the key to this, obviously, you know, You know, we've loaded it with a ton of tools in here. Uh, you know, from the job board to the job card, to some of the stuff that, that Nick has showed us, um, you know, the automations that are built here on the backend that help move the job through this and assign tasks and things like that, the key to this is obviously one, getting that, uh, you know, that process in there.

Um, you know, if you guys haven't done it. You know, Nick knows that I stand up and preach on stage at rise and other events. You know, if you've never written down your process, take the time, you know, one night after work, sit down with a piece of paper and, you know, and just ask yourself, you know, Hey, a lead hat comes in.

Where do we go next? What do we do next? After we assign an appointment, whose responsibility is it? What happens if this happens, right? Like play the, play the devil's advocate, you know, like, Hey, the customer doesn't show up for an appointment. What happens, right? How do we. Walk through all those scenarios that, you know, you're dealing with on a regular basis and figure the play out and, uh, you know, you know, all the things that you can do to really kind of figure out how you set this up and then go ahead and build a process in here in this job board that really reflects, you know, what makes your company the most efficient.

And I'll be totally honest with you. From experience, I can tell you that most of the time when contractors set up a job board like this, it gets tweaked probably about three times before it's really dialed in. So don't be surprised if you have to go in there and move some, you know, stages around or you realize, Hey, we forgot a stage that we really, really need, or we've have a stage in here that jobs never really land in that we thought we would need.

And we don't, so don't be surprised, you know, or, or, or scared that you, you know, maybe you don't nail it the first time. Uh, you know, and you can go ahead and make those adjustments here. So one of the things that's really nice about this is that you can go in and just, you know, take those jobs, you know, take those, uh, you know, stages out very easily, move them around like Nick showed you.

So, um, you know, like a lot of easy ways to filter and sort it so that we can modify the job board and really get it dialed in. So, um, take advantage of it. You know, and also when it comes to the job card, the more information you can put in here, the more valuable this tool becomes, right? As much stuff as you can add as far as like the notes section and the details of the jobs and, and those types of things, it's only going to make it better for your team and easier for everyone involved to keep track of what's going on.

So, uh, take advantage of all the tools that Nick's got, the checklist tasks, you know, like those are huge, being able to see what we've got going on. Um, yeah, to answer Manny's question, not yet, Manny, but we do have that, that is an idea, obviously, to be able to lock, um, you know, jobs to where the stage of the tasks are required to, before the job can move.

So we have talked about that. So I wouldn't be surprised if we see that here in some future iterations of the, the tasks, um, you know, cause that is a good one, right? Uh, obviously being able Hold people accountable by locking the job and not allowing it to move until we get everything completed. So, um, but yeah, take full advantage of this guys.

Um, if you need any help with any of this, feel free to reach out to Nick or myself or any of our team members, you know, our implementation team is fantastic. This is what they do all day. They build out job boards and help teams get set up. Um, Processes are my thing. I love it. So I'm more than happy to jump on a call and help you build a process.

If you're not familiar with it or if you just want someone to take another look at it, um, you know, just hit us up anytime.  

Nic: Yeah, it really helps. So you got Pete at roofer. com, Nick at roofer. com. We're happy to help out. If you're looking for a demo like I saw with Brian there or any information, let us know.

Thank you, Jen, for putting that in the chat. Uh, one thing I did want to mention, Caleb, uh, you were mentioning something about not being able to see the phone number in the app, right? Oh no, I have that stupid background on me. Uh, you can, it should be at the top view. Let me actually just flip this. Here where it is iPhone Pro, it should be at the top right hand corner.

So this one is here. That's where it should be from, from a viewpoint. Uh, I have it on my phone. If you're not seeing it, reach out to me. We're happy to take a look at that as well and dig in on it as well. Also. Um, but yeah, uh, happy to help out really excited to kind of work with everybody to kind of show that and a bunch of those updates that are coming soon are going to make this even more powerful for you.

So we're really excited to Work with that. But thanks all for joining and don't hesitate to reach out to me and Pete.  

Pete: Yeah, absolutely guys. Thank you for jumping on and big webinar in. Two weeks on automations, right? So be sure for that one, that one will be fantastic. And that'll definitely help if you guys are setting up tasks and job boards.

And, uh, you know, obviously Nick hinted that the time released, uh, communications around the proposal. So lots of cool things you can do with automations in the product and it just continues to get better. So be sure to join us in two weeks for that one. And, uh, we thank you guys for joining and we'll see you next time on the Roofer masterclass.

Thanks everyone.

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