Use Event Comments for Real-Time Updates from the Field
Last updated Aug 5, 2024
In companies that provide field services, documentation includes key information about each job, plus ongoing updates about the work being done. Getting the right system in place to provide both data security and real-time updates can really improve operational efficiency for construction projects, installers, and technical service providers. Read on to learn how to use Teamup’s event comments for documenting fieldwork.
The importance of updated documentation
Fieldwork documentation can be quite extensive. For example, a construction project involves multiple jobs; and a single job might require a work order, delivery list, permits, and more. Since fieldwork involves staff in the office and crews in the field, documentation needs to be accessible by everyone. It’s also important that both office staff and field crew can provide updates and see them in real-time, so everyone stays on the same page. When fieldwork documentation is available and updated, communication is easier for all stakeholders, resulting in more efficient business operations.
Real-time updates, from crew to office
The initial documents for a job are typically added to each job by the office staff. But that’s just the first part of documentation. As the work is done, crew members need to provide updates: customer signature on the work order, signed receipt, proof of delivery, and on-site evaluation, for example. And to answer customer inquiries and update the schedule as needed, office staff need access to these updates as they’re added. Waiting until the end of the day to catch up with documentation updates, on either side, is a recipe for inefficiency and error.
It’s important that crew members don’t inadvertently change the scheduled jobs on the calendar, but they also need a way to add updates in real-time, so office staff stay informed. Event comments enable these updates while keeping calendar data secure. Setting it up is simple:
Give each crew member read-only access to the relevant sub-calendar(s).
Enable comments for all users by default.
Crew members can use the Teamup app to take notes, upload photos, and document work. Each comment is automatically time-stamped, providing another level of accuracy to all documentation. Here are a few examples of using comments to capture important fieldwork documentation.
Document deliveries
The comments field is a full-featured text editor, which includes formatting and the option to upload files and images. When drivers arrive at a customer’s location or a job site, they can snap photos of the completed delivery, then upload the photos in a comment. Since the calendar stays synced across devices, office staff can see these comments too, enabling them to provide accurate updates for customers.
Record site conditions
It takes a lot of coordination to get big jobs done, and if one thing isn’t lined up then the whole timeline can be changed. For example, if scheduled work can’t be done because the site isn’t prepped correctly, crew members can take notes and upload photos in the comments showing the conditions. This is a quick but very important task; it only takes a few moments, but the resulting documentation can prevent conflicts.
Show signed invoices and receipts
If there’s any document that requires a customer signature, whether digitally or on paper, crew members can get that done in-person, then immediately upload a photo or screenshot of the signed document. Doing so eliminates any question on the timing, and allows office staff to stay updated on the progress of each scheduled job.
Upload proof of work performed
Sometimes the work is done without a customer present. In these cases, it’s a smart idea to have clear proof of all work performed, including the condition of the area both before and after any services. All it takes is a photo or two before starting the job, uploaded to a comment; then a few photos and notes when the work is done, in another comment. The two comments create a timeline for the services work that was done, which can provide insight into operations and aid in billing accuracy.
Try comments for updated field documentation
Try out event comments for easier field services scheduling that keeps all the information in one place and makes real-time updates possible for everyone. Getting a system for streamlined fieldwork documentation with real-time updates can make a huge difference in efficiency. Don’t have Teamup yet? Try out one of our live demos or create your own Teamup calendar today.
Use Event Comments for Real-Time Updates from the Field
Last updated Aug 5, 2024
In companies that provide field services, documentation includes key information about each job, plus ongoing updates about the work being done. Getting the right system in place to provide both data security and real-time updates can really improve operational efficiency for construction projects, installers, and technical service providers. Read on to learn how to use Teamup’s event comments for documenting fieldwork.
The importance of updated documentation
Fieldwork documentation can be quite extensive. For example, a construction project involves multiple jobs; and a single job might require a work order, delivery list, permits, and more. Since fieldwork involves staff in the office and crews in the field, documentation needs to be accessible by everyone. It’s also important that both office staff and field crew can provide updates and see them in real-time, so everyone stays on the same page. When fieldwork documentation is available and updated, communication is easier for all stakeholders, resulting in more efficient business operations.
Real-time updates, from crew to office
The initial documents for a job are typically added to each job by the office staff. But that’s just the first part of documentation. As the work is done, crew members need to provide updates: customer signature on the work order, signed receipt, proof of delivery, and on-site evaluation, for example. And to answer customer inquiries and update the schedule as needed, office staff need access to these updates as they’re added. Waiting until the end of the day to catch up with documentation updates, on either side, is a recipe for inefficiency and error.
It’s important that crew members don’t inadvertently change the scheduled jobs on the calendar, but they also need a way to add updates in real-time, so office staff stay informed. Event comments enable these updates while keeping calendar data secure. Setting it up is simple:
Crew members can use the Teamup app to take notes, upload photos, and document work. Each comment is automatically time-stamped, providing another level of accuracy to all documentation. Here are a few examples of using comments to capture important fieldwork documentation.
Document deliveries
The comments field is a full-featured text editor, which includes formatting and the option to upload files and images. When drivers arrive at a customer’s location or a job site, they can snap photos of the completed delivery, then upload the photos in a comment. Since the calendar stays synced across devices, office staff can see these comments too, enabling them to provide accurate updates for customers.
Record site conditions
It takes a lot of coordination to get big jobs done, and if one thing isn’t lined up then the whole timeline can be changed. For example, if scheduled work can’t be done because the site isn’t prepped correctly, crew members can take notes and upload photos in the comments showing the conditions. This is a quick but very important task; it only takes a few moments, but the resulting documentation can prevent conflicts.
If there’s any document that requires a customer signature, whether digitally or on paper, crew members can get that done in-person, then immediately upload a photo or screenshot of the signed document. Doing so eliminates any question on the timing, and allows office staff to stay updated on the progress of each scheduled job.
Upload proof of work performed
Sometimes the work is done without a customer present. In these cases, it’s a smart idea to have clear proof of all work performed, including the condition of the area both before and after any services. All it takes is a photo or two before starting the job, uploaded to a comment; then a few photos and notes when the work is done, in another comment. The two comments create a timeline for the services work that was done, which can provide insight into operations and aid in billing accuracy.
Try comments for updated field documentation