Job Label Management

Overview

Job labels provide instant visual information about jobs, helping teams quickly understand work characteristics, requirements, and blockers. They're essential for jobs involving multiple technicians, evolving requirements, and complex workflows.

Key Benefits:

  • Priority Assessment - Instantly identify urgent or special handling work

  • Equipment Context - Know what tools and expertise are needed

  • Status Visibility - Understand blockers without opening job details

  • Billing Clarity - Track warranty, overtime, and callback situations

Label Categories

These categories and specific labels are recommendations based on successful customer implementations. Think of them as a starting point—use what works for your business, modify as needed, or create your own system entirely.

¹ Service Characteristics

Identify job requirements and billing impacts:

  • ¹ COD 💸 — Cash on delivery required

  • ¹ Warranty 🛡️ — Covered under warranty

  • ¹ Overtime ⏱️ — After-hours service

  • ¹ Double Time 2️⃣ — Premium overtime rate

  • ¹ Recall 🔁 — Return visit needed

  • ¹ Install ⚡️ — New equipment installation

  • ¹ Startup 🚀 — Equipment commissioning

  • ¹ Survey 📝 — Site assessment

  • ¹ In-Shop 🏗️ — Service at your facility

  • ¹ Parts Arrived 📦 — Parts received and ready

² Equipment Types

Specify equipment for technician assignment and parts planning:

  • ² HVAC 🔧 — Heating and cooling systems

  • ² Ice Machine 🧊 — Ice makers and bins

  • ² Refrigeration ❄️ — Coolers and freezers

  • ² Cooking 🔥 — Ovens, ranges, grills

  • ² Dishwashing 🌀 — Dishwashers, disposal units

  • ² Food Prep 🥄 — Prep tables, slicers, mixers

  • ² Hold & Warm ♨️ — Warmers, heat lamps

  • ² Combi 🔱 — Combination ovens

³ Holds and Blockers

Track what's preventing job progress when system holds aren't available:

  • ³ Awaiting Parts 🚛 — Parts ordered, not arrived

  • ³ Client Hold ⛔ — Customer requested delay

  • ³ Quote Repairs 🛠️ — Estimate needed for additional work

  • ³ Missing Info ⁉️ — Need more details to proceed

  • ³ Site Access Issue ⚠️ — Cannot access location

  • ³ Subagent 🔗 — Subcontractor involvement needed

When to use these: Primarily for Draft status jobs (which lack system hold options) or Completed jobs with outstanding issues. For active/scheduled jobs, use the system's built-in on-hold sub-statuses instead.

Number Prefix System. The ¹ ² ³ prefixes create visual sections in dropdown lists, making it easy to find service types, equipment, or hold reasons without scrolling through everything.

Common Workflows

New Service Request

  1. Initial Draft Creation

    • Add equipment label (e.g., ² Ice Machine 🧊)

    • Add ¹ COD 💸 if cash payment required

    • Add ³ Missing Info ⁉️ if awaiting details (Draft has no system holds)

    • Add ³ Site Access Issue ⚠️ if access restricted

  2. Ready to Schedule

    • Remove ³ Missing Info ⁉️ once details received

    • Remove ³ Site Access Issue ⚠️ once confirmed

    • Add ¹ Overtime ⏱️ if after-hours service

  3. Parts Management

    • Draft status: Add ³ Awaiting Parts 🚛 label

    • Active status: Use system on-hold feature instead

    • Change to ¹ Parts Arrived 📦 when received (any status)

Installation Job

  1. Add ¹ Install ⚡️ and relevant equipment label

  2. Include ¹ Warranty 🛡️ if covered by manufacturer

  3. Add ¹ Startup 🚀 if commissioning included

  4. Apply ³ Subagent 🔗 if subcontractor needed

  5. Remove temporary labels after completion

When Hold Labels Shine

Since Draft jobs lack system hold sub-statuses and Completed jobs might have lingering issues, hold labels fill the visibility gap:

Pro Tip. Moving a Draft job to Active? Review your ³ hold labels—some should convert to system holds, others might be resolved and ready to remove.

Labels Done Right (and Wrong)

✅ Do:

  • Use equipment labels on every job for dispatch clarity

  • Update hold labels as situations change

  • Apply ¹ Warranty 🛡️ to track no-charge work

  • Remove temporary labels when resolved

❌ Don't:

  • Leave ³ Awaiting Parts 🚛 on completed jobs

  • Over-label with similar tags (¹ Overtime ⏱️ + ¹ Double Time 2️⃣)

  • Skip equipment labels—techs need to know what they're servicing

  • Use customer-facing terms (labels are internal only)

Questions? Need Training? Have Ideas?
Contact our support team at help@roopairs.com — we're here to help!

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