Creating and Managing Jobs
Learn how to create jobs, assign team members, track progress, and close out completed work.
In this guide
Creating a new job
Click New Job from the dashboard or the Jobs page. Select an existing customer (or create a new one), add a title and description, set the priority, and choose the job type.
Job types help you categorise work — repair, installation, maintenance, inspection, etc. They also feed into your reporting so you can see what types of work generate the most revenue.
Job statuses
Every job moves through a pipeline: New → Quoted → Accepted → Scheduled → In Progress → Complete → Invoiced. You can move jobs between statuses manually, or let Gaffer handle it automatically.
For example, when a customer accepts a quote, the job moves to Accepted automatically. When you create an invoice from a completed job, it moves to Invoiced.
Assigning team members
Assign one or more team members to a job. Assigned workers see the job on their mobile app with the customer's address, access instructions, and any attached documents.
If you have Gaffer's Vehicle Tracking add-on, you can see which team member is nearest to a new job and assign accordingly.
💡 Tip: For emergency jobs, use the Priority: Emergency flag. This sends an immediate push notification to the assigned worker's phone.
Job notes and photos
Add notes to a job timeline to create a full audit trail. Every status change, note, and photo is timestamped and attributed to the team member who added it.
Field workers can upload photos directly from their phone — before, during, and after shots. These attach to the job and can be included in the invoice for proof of work.
Scheduling
Schedule jobs by setting a date and time. Scheduled jobs appear on the team calendar and in the assigned worker's mobile app. You can drag and drop jobs on the calendar to reschedule.
Gaffer checks for scheduling conflicts — if a worker is already assigned to another job at the same time, you'll see a warning.
Completing a job
When the work is finished, mark the job as Complete. You can add completion notes, upload final photos, and log the actual time spent.
From a completed job, click Create Invoice to generate an invoice. If the customer accepted a quote, the invoice is pre-populated with those line items.