Jobs Management: Create and Manage Jobs

Jobs allow you to turn the details that have been added to functions into actionable jobs for your team. Jobs has two parts: Jobs Management and Jobs Fulfillment; this article is all about Jobs Management. For more about Jobs Fulfillment, see Jobs Fulfillment: View, Claim, and Work Jobs. For more about Jobs and the Ops Hub in general, see Operations Hub Overview.

The Operations Hub is available as an add-on for Elite Premier users.

Jobs Management involves creating jobs (including creating checklists and attaching documents), assigning jobs to specific organizational teams, and monitoring progress to ensure completion. 

Jobs begin with basic details: name of the job, due date/time, which team is responsible for the job, assignee (optional), and event. If the job name contains sufficient detail, that can be the entire job! Most jobs, though, will require more details and those details are contained in a checklist. Checklist items are built from the items and instructions on functions; each item (including item notes) and instruction on a function can be selected for addition to a job. Function documents can also be added as an attachment on a job, creating easy access to room diagrams and other documents.

In this article;

• Before you Create a Job
• Create a Job
• Duplicate a Job
• Edit a Job
• Cancel/Delete a Job

Changes to jobs are tracked in the Global Activity Log and can be viewed there or on the job's associated Event Dashboard. For a list of what changes are tracked, see What is tracked in the activity log?.

Before you Create a Job

There is information that must be in place before you can create a job:

• Organizational Teams: You must select an organizational team that will work the job when you create an event. See Manage Organizational Teams for instructions to create those.
• Events: An event must be selected when creating a job; jobs are not for one-off tasks that fall outside of event needs. 
• Detailed Functions: Checklists are created from detailed functions, and those functions must be set to Ready for them to appear in Jobs Management. See Detail Your Events for more information.

Create a Job

To create a job:

1. In the left navigation, click the arrow by Ops Hub and select Jobs Management. The Jobs Management page opens.
2. Click + Create new job. The New Job page opens with the Details tab selected.
3. On the Details tab, add the necessary information:
   • Name: Name the job. If you don't add a name, the job number will be added as a name. This can be edited later.
   • Due date and Due time
   • Status: Select the status of the job. By default, New is selected, but be aware that jobs will not appear in Jobs Fulfillment until the status is To Do. 
   • Organizational Team: Select the team who will be responsible for this job.
   • Assignee: Select who on the team will work the job. This is optional; team members can be assigned after the job is created, or they can claim jobs in Jobs Fulfillment. Only members of the selected Organizational Team will be listed.
   • Event: Select the event this job is associated with. Once checklist items have been added to the job, the event cannot be edited, since those items are associated with functions on that event.
4. When all required information is added, you can:
   • Click Save to create the job and return to the Jobs Management page.
   • Select Checklist or Attachments to continue adding detail to the job. There's no need to click Save at this time, but you will need to click Save to create the job - there's a button on each tab.
5. On the Checklist tab, add checklist items:
   1. Click Add to checklist from functions. The Add to checklist from functions page opens and all functions are listed with their items and instructions, grouped by department.
   2. To select all details for all functions for a particular department, select the department from the drop down in the Departments field. You can deselect specific items from the function list, or click Clear all filters to remove all selections.
   3. To narrow down the functions list, filter by room, function type, and/or date. These filters do not automatically select details. 
      • When filtering by date, click the start date and then the end date to select a date range, or click the start date and then the start date again to select a single date. 
      • If you select a department after filtering, only details in the visible functions for that department will be selected.
   4. To add details to the checklist preview, click Add to checklist. 
   5. Once you've added all details to the checklist preview, double check your work. If any details should not be in the checklist, click Remove by that detail.
   6. Click Add checklist to job. You return to the Checklist tab and the details are listed.
   7. Just as in step 4, you can click Save to create the job and return to the Jobs Management page, or continue to the Attachments tab.
6. On the Attachments tab, select any function documents to attach to the job, or select any published and shared event outlines. Only function documents attached to functions which are included in the Checklist will be listed.
7. Click Save. 

Duplicate a Job

If you need to create a job and a similar one already exists, you can duplicate the existing one rather than starting from the beginning. Duplicated jobs are created with the same name (appended with _duplicate), due date, due time, status, organizational team, assignment, and event. Checklists and Attachments are not duplicated.

To duplicate a job, click the Duplicate icon by the job on the Jobs Management page. The new job will be listed. 

Edit a Job

You are able to edit jobs on the Job Management page

To edit a job, including its checklist and functions:

1. On the Jobs Management page, click the name of the job. The Edit Job page opens with the Details tab selected.
2. Update information as needed on each tab. Some notes:
   • To change the event, all checklist items must be removed from the job.
   • To remove a checklist item, go to the Checklist tab and find the item in the Checklist Preview. Click Remove.
3. When all edits are complete, click Save. 

You are also able to edit certain job information the job on the page inline. Click an item to edit it: due date, due time, status, and organizational team. To edit the name inline, hover over the name and click the pencil icon.

You can also edit multiple jobs on the page using the bulk edit option. To bulk edit jobs:

1. Select the jobs to edit. The bulk action bar displays at the bottom of the page.
2. In the Bulk Edit bar, click Bulk Edit. A modal displays.
3. In the modal, add the information to apply to the functions. Any fields left blank will not effect any change. You are able to edit: 
   • Name
   • Due date
   • Due time
   • Status
   • Organizational Team
4. Click Apply changes.

Cancel/Delete a Job

If a job no longer needs to be completed, update the status to Canceled. This communicates that the work is not necessary, without the job disappearing and causing questions.

Jobs can be deleted, but only if they have a status of New, To Do, or Canceled. Jobs which are In Progress, Blocked, or Done cannot be deleted.

To delete one or more jobs:

1. On the Jobs Management page, select the jobs to be deleted. Be sure all jobs selected have a status which can be deleted.
2. In the bulk action bar at the bottom of the page, click Delete.