My day¶

My day is Dispatch for the person doing the work. It shows your jobs for the day in order, tells you what to do next, and gives you everything you need at the customer's door. It's made for your phone: open BaseCloud in your phone's browser and click Dispatch.

If you're a technician, Dispatch opens on My day. If you also have View Dispatch, you can switch to the Board to see everyone's jobs, read-only unless you also have Edit Dispatch. Your admin can make My day the first page you see when you sign in (see Landing page).

Your day¶

• Today's jobs, in order of start. The next one is shown large.
• Your first job of the next working day in a strip at the top, so you know where tomorrow starts.
• Step back and forward a day with the arrows, or click Today.

Each job shows the customer, the address, the time or arrival window, the job type, its badges (Emergency, a return visit, your shop's own rules) and Late: the customer is waiting when you're behind.

Move the job along¶

One big button shows the next step:

1. On my way, when you leave for the job.
2. Arrived, when you get there.
3. Done, when the work is finished.

While you're on site you can also mark Waiting for parts. That pauses the job. When the parts arrive, click Resume to carry on.

Each step is the job's Status, so your dispatcher sees it on their board at once, the time is recorded, and any automation your shop has set up runs. For example, "On my way" can text the customer (see the recipe below).

You can only move your own jobs forward. Rescheduling, giving a job to someone else, cancelling or reopening a finished job is for your dispatcher.

Get there and call¶

• Navigate opens the address in Google Maps on your phone, with directions from where you are.
• Call or Text uses the customer's phone number, the first number on their contacts.

The job¶

Click a job to open it:

• what needs doing, the notes, and your shop's own job details (a gate code, say);
• Previous visits: the customer's earlier jobs, newest first, with who went and their notes;
• for a return visit, what happened on the first visit.

Opening the customer¶

You can open the customer of a job you have, even if you can't normally see all clients. That lets you add photos, notes and a quote. It works from the day before the job until 3 days after. Your admin can change that window in Settings → Dispatch. Customers you have no job with stay hidden, as before.

The checklist¶

Your shop can give each job type a checklist, for example "Photos taken", "Filter changed" or "Customer signed". Tick each item as you do it.

Items marked Required have to be ticked before the job can be marked Done. If one isn't ticked, BaseCloud says which ones are missing. The same rule applies wherever the job is changed: on the board, on the client, or in an automation.

Finish on site¶

From the job, under Finish on site:

• Add a note: it goes on the customer's notes.
• Photos and files: upload them to the customer's Files.
• Quote or invoice: build one from the price book and send it. See Make a quote or invoice. You need the right to create invoices.
• Get a signature: open the quote, or a file, for the customer to sign on your phone. See Send for signature.
• Take payment: open the invoice's payment link on your phone for the customer, or text it to them. If they pay cash or by check, mark the invoice paid. See Payments. Marking an invoice paid needs the right to pay invoices.

Tell your dispatcher¶

Under Tell your dispatcher, raise a flag with a short note:

A flag stays on the board until your dispatcher clears it, or the job is done.

Text the customer when you're on the way¶

Your admin can set this up once for everyone, with an automation:

1. Create a workflow that starts with a CRM Trigger: Custom Table: Cell Change, on the Jobs table's Status column.
2. Under Only when the new value is one of, pick On the way. The workflow then starts only when a job changes to On the way, never when a job that's already on the way is saved again (see Acting only on some changes).
3. Add a Send SMS task to the client, for example: "Hi, this is Cool Air. Your technician is on the way and will be with you shortly."
4. Switch the workflow on.

From then on, every time a technician clicks On my way, the customer gets the text. More recipes are in Jobs and automations.

Ask your AI¶

With an AI connection, a technician can ask "What's my day?" or "Tell dispatch I'm running 20 minutes late for the Alvarez job." The AI follows the same rules as this page.