Let’s create our first job:
- From the Dashboard, you can click the blue Create New Booking button from the top of the screen, or
- Navigate to the ‘Home’ menu and select ‘Create New’ under the Bookings section, or Create New under the Jobs section
A Booking is an umbrella reference for multiple, related Jobs and we will cover this in more detail in the related jobs sections, however, when creating brand new Jobs, you can select either ‘Booking’ or ‘Job’, thereafter, an individual is usually referred to as a ‘Job’ and a collection of Jobs is referred to as a ‘Booking’
Job Details tab
Customer Information
- You can start typing in the Customer or the Client name or use the dropdown arrows to make a selection; if you select the Customer first, the Client dropdown list will consist only of associated Clients. If you select the Client name first, the corresponding Customer will automatically prepopulate
- Start typing or select a Requestor - only the corresponding Customer’s Requestors will be listed - to create a new Requestor, click on the pencil icon
- If an email address is stored for the Requestor, this will automatically populate the Notification Email field; if you wish for any additional parties to receive emails on this Job you can also enter a comma separated list here
- The Exclude from Auto Offer box can be checked if your agency is using the Auto Offer process and you wish to exclude this job from the Auto Offer process
- If you have Offer Pool enabled, but would like to exclude this job, you can mark Exclude from Job Offer Pool checkbox (more info in the Admin & Configuration section of documentation)
Note that for all data required in the Customer section, you can edit this data on-the-fly by selecting the edit/pencil icon - you can edit the existing profile or you can create new profiles by selecting the blue ‘Create New’ button in the edit dialog box which will subsequently save to the Customer, Client, Requestor etc. database as appropriate..
Service Information
Select a Service Type.
Select a location - note that this is the Service Location as associated with the Customer/Client in the Customer profile creation i.e. where the job/service will take place.
All other information in this section, including the Special Instructions is pre-populated from the Customer profile and can be viewed and/or edited.
Note that for any Remote Service Type, e.g. Video (Scheduled), Service Location Information is not required.
Appointment Details
Select the Language, # Interpreters Requested (default 1, Max 50), a Preferred Interpreter if required (note that if Preferred Interpreters were added to a Consumer profile, these will be loaded here), a Consumer/More Consumers and Interpreter Gender Required if relevant.
If any Reference fields have been set on the Company/Customer Configuration (more info in the Admin & Configuration section of documentation) these will appear on the booking form but otherwise can be added on-the-fly.
Similarly, Additional Requirements may have been set on the Company/Customer Configuration and can also be added here but can only be selected from a list that will also be configured at Company level.
In the Appointment Details Notes you can add all of the details about the nature of the appointment that may be vital to either a scheduler or an Interpreter.
Calendar
Select the Expected Start Date of the appointment, this is the date in the future that the job will take place, enter the Expected Start Time.
The Use Interpreter Shifts option can be enabled when there are multiple Interpreters on the job and they will split the job into shifts, this will be covered in more detail later in the training. Enter the Duration Hours for the appointment - you must enter both the hours and minutes even if one of the values is zero.
The Time Zone will default to that configured for the agency, or Customer if different, however this can be changed here also.
The Booking Date and Booking Time is stamped with the date/time that the booking was created, however this can be updated to reflect when the request was actually received which will be important in the case of Rush and/or Cancellation Fees when financing the job.
Notes
You can add any Notes that are relevant to the Job, only the Job Details section will be seen by all parties to the job, the Billing Notes and Notes about Interpreter(s) will be visible internally (agency) only.
Finally, use the blue Save button on the bottom right of the booking form and you have then successfully created your first II Job!
Manage Jobs
To view, edit or take any actions on the Job you can Navigate to the ‘Home’ menu and select ‘Manage Jobs’ - note how any Jobs that have just been created are in Open status and each status within II (Open, Offered, Assigned, Closed etc.) is colour coded.
From ‘Manage Jobs’ you can:
- Filter Jobs by typing a value at the top of any column or using the drop down menus where present
- Use the Filter function to select a certain date, date range, or list of predefined periods such as Next 7 days
- Use the Custom Filters function to build and save a host of custom filters based on any parameters within a booking such as Job Status, Language, Customer, Consumer, Dates etc.
- Reset Columns to add to or change the columns that are currently presented
- Avail of reporting functions by using the Export button at the bottom of the page - note that when you use the Export function you will receive a pop up dialog allowing you to select the data required; checking All jobs (with current filters applied) in advance will refine the export by any filters that have been applied
- Navigate to the additional tabs within Manage Jobs for more refined data such as New Jobs only
- Select the drop down menu on any Job to take a host of actions which we will cover in the remaining sections of this module
Quick tip: a link to ‘Manage Jobs’ can also be found in the Quick Links section of your default home page - the Dashboard.