Toolkit guide
Time each job and tick off a checklist
Visit records adds Start job to each booking. On the day you get a timer against the estimate, alerts, site details and notes. On Pro you also get a job checklist and can send the customer a report.
Which plan
Visit records is on every plan: the timer, alerts, notes and what delayed the job. The job checklist and the report to the customer are Pro. Switch on Visit records in Toolkit first.
What customers see
Nothing changes on your booking page. Customers only receive something if you send them a report after the job, which is on Pro.
Job mode, on the day
Time on this job
1:48:12
Estimate3 hr
Checklist Pro
- Arrive and set up
- Do the job
- Check with the customer
Set it up
Step 1: Switch on Visit records
Go to Toolkit and switch on Visit records. The record takes your trade's name, such as Groom log, Cut notes or Job report. To rename it, change "Visit records are called" under Names and press Save names.
Switching a tool on in Toolkit and following Set it up. Recorded with example data. Step 2: Edit the job checklist (Pro)
In Toolkit, under Visit records, follow "Edit the job checklist". Your trade's usual list is there to start from. Reword an item, press Add an item, reorder with the arrows, and choose All services or the services each item is for, then press Save checklist.
Editing the job checklist. Recorded with example data. Step 3: Start the job
On the day, open the booking from Bookings and press Start job. The timer runs against the estimate, and shows how far over you are if the job runs long.
Starting a job, ticking the checklist and finishing. Recorded with example data. Step 4: Read the alerts and site details
Under the timer you see alerts, such as highlighted answers and checks not passed, along with site details and the note you left last time.
Step 5: Tick the checklist and write notes
Tick each item as you go. Write in Notes for next time, and keep "Show this note on the next booking" ticked to see it at the next visit.
Step 6: Say how it went
If the job didn't go as booked, open "How did it go?". Choose Done as booked, Did less than booked, Couldn't finish or Stopped for welfare or safety. Tick anything that held you up, such as Customer wasn't ready or Couldn't get in.
Step 7: Finish the job
Press Finish job. The record shows how long the job took against the estimate and what was ticked, for example "2 of 3 done, Tidy up not ticked".
How different trades use it
- Dog groomers
- The record is the Groom log. The usual checklist is: Check skin, ears and eyes, Nails, Bath and dry, Clip and finish, Tidy up.
- Barbers
- The record is Cut notes. The usual checklist is: Consultation, Cut, Finish and style, Tidy up.
- Car detailers
- The record is the Job report. The usual checklist is: Walk round and note any damage, Interior, Exterior, Final check with the customer.
- Cleaners
- The record is the Clean report. The usual checklist is: Kitchen, Bathrooms, Bedrooms, Living areas, Bins and recycling.
- Tyre fitters
- The record is the Job report. The usual checklist is: Check tyre size and condition, Fit and balance, Torque the wheel nuts, Return the locking wheel nut key.
Common questions
What do I get on the free plan?
On Lite you get Start job, the timer against the estimate, alerts, site details, notes and what delayed the job. The job checklist and the report to the customer are Pro.
Can a checklist item be for some services only?
Yes. On the Job checklist page, each item is for All services or for the services you pick.
Do I have to tick everything before I finish?
No. You can press Finish job at any point. The record shows what was and wasn't ticked, for example "2 of 3 done, Tidy up not ticked".
What if my phone reloads the page mid-job?
What you've ticked and typed is kept on that phone until the job is finished, so a reload or a lost signal doesn't lose it.
When does Start job show on a booking?
On the day: from 3 hours before the booking starts until 12 hours after it ends, for bookings that are going ahead.
Are visit records clinical records?
No. They're for timings, notes and practical details of the visit. Clinical records belong in your own clinical system.