Understanding Job Statuses in the Jobs Portal

The Jobs Portal helps to facilitate a work order's journey from start to completion, ensuring all relevant parties stay up-to-date throughout the process. Keep reading to learn more about the workflow for Jobs, along with the actions that should be taken at each step.

Contents

• 'Assigned' or 'Quote Requested'
• 'Inspection Booked'
• 'Quote Added'
• 'Variance Added'
• 'Awaiting Committee Approval'
• 'Quote Accepted'
• 'Awaiting Materials'
• 'Awaiting Site Contact'
• 'On Hold'
• 'Scheduled Work'
• 'Invoice Added'
• 'Invoice Rejected'
• 'Invoice Approved'
• 'Completed'

'Assigned' or 'Quote Requested'

A Work or Quote Request has been assigned to a Service Provider.

When the status is Assigned, there's a limited amount of time to work on a Job before the Time Out feature activates. 

Service Providers can take action on a Job in the following ways:

• Book an Inspection 
• Schedule Work
• Select 'Awaiting Site Materials'
• Select 'Awaiting Site Contact'

(Note: Service Providers may need to Assign an Employee before starting work on a Job.)

For more information, please see A Job Assigned to Me Is Timed Out.

'Inspection Booked'

When a Service Provider Books an Inspection, they should add the Date, Time and other pertinent details to the Job. This will automatically update the Strata Manager, Site Contacts and Building Contacts.

Service Providers have the option to Change the Inspection Time.

Service Providers should take the following actions after an Inspection:

• Add Quote 
• Schedule Work

For more information, please see Confirm an Inspection for a Property on an Assigned Work or Quote Request.

'Quote Added'

After a Quote is added, the Invoice is sent directly to the Strata Manager and Committee Members for review.

'Variance Added'

Service Providers can Add Variance to a Quote, which is also sent directly for approval.

'Awaiting Committee Approval'

Committee Members decide whether to accept or reject a Quote.

Once a decision has been made, Service Providers will be notified.

'Quote Accepted'

The submitted Quote has been accepted.

When the status is Quote Accepted, Service Providers should Schedule Work.

'Awaiting Materials'

A Service Provider may not be able to take additional action on a Job if they're waiting on certain materials. In such instances, Service Providers should notify job contacts of the due date the materials are expected to arrive by selecting the 'Awaiting Materials' button. 

The Time Out feature will not activate if this option is selected.

For more information, please see Awaiting Materials to Complete a Job.

'Awaiting Site Contact'

Service Providers can select 'Awaiting Site Contact' to inform job contacts that a Job is delayed because a Site Contact hasn't responded. This may occur if the Site Contact is refused access or can't be reached by the contact details that were provided. 

The Time Out feature will not activate if this option is selected.

For more information, please see Site Contact Can't Be Reached.

'On Hold'

Sometimes a Job is required to halt progress. In such instances, Strata Managers will change the status of a Job to 'On Hold'.

This indicates that all personnel should immediately stop work on a Job.

When work is ready to proceed, the Service Provider will be notified and the Job will revert to its previous status.

'Scheduled Work'

After a Service Provider has Scheduled Work on the Jobs Portal, the details provided will be automatically updated. This enables job contacts to be aware of recent changes for a particular Job.

For more information, please see How to Schedule Work.

'Invoice Added'

When a Service Provider has completed work on a Job, the next step is to Upload an Invoice to the Jobs Portal.

Once uploaded the invoice will automatically be sent to the Strata Manager and if necessary, to the Committee Members for approval.

For more information, please see How to Upload an Invoice to a Job.

'Invoice Rejected'

The Strata Manager has rejected an Invoice.

Service Providers should contact them to determine the reason for the rejection then review the Invoice and make changes based on feedback. Following this, a revised Invoice should be submitted.

'Invoice Approved'

The Invoice has been approved and will appear in the Strata Manager's Work Queue to be paid.

'Completed'

The Job has been completed. Payment on the Invoice will appear in the Service Provider's account within 24-48 hours.

Service Providers should contact us with any further questions regarding this process.