How to Create a Job

Jobs are tasks or assignments that can be dispatched to team members, typically involving activities at specific locations such as deliveries, service visits, or inspections. Jobs can include details like instructions, deadlines, and associated forms, helping teams efficiently manage, track, and report their field activities.

In Hellotracks Business, there are several ways to create a job. Pick the one that fits how your team works.

Ways to Create a Job:

1. How to Manually Create a Job
2. How to Create a Job from a Member's Route
3. How to Create a Job from Templates
4. How to Create a Job by Importing
5. How to Create a Job using Existing Jobs
6. How to Create a Job in Slack
7. How to Create a Job via Email
8. How to Create a Job via API
9. How to Create a Job using the AI Assistant

1. How to Manually Create a Job

Step 1: Go to the Dispatch menu, then click the + (New job) button next to the tabs.

You can also click Create › Job at the top right, or press J.

Step 2: Type an address or the name of a saved place, then pick it from the list. To point at the spot on the map instead, pick Blank job. To learn more about Places, click here.

• What: Enter a title. This is what your worker sees first in the mobile app.
• Who: Pick a person or leave it Unassigned. The card shows how many minutes each one would add to their drive.
• When: Pick the day and the minutes on site. Add a Time window if needed.

Then click Create job.   

Step 4 (optional): To fill in more, such as notes for the worker, contact, priority, labels or attachments, click More details on the card instead.

The job opens as a Draft on the right side of the map, and a dashed stop shows where it will land in the route. Fill in what you need, then click Create job.

2. How to Create a Job from a Member's Route

Step 1: Go to the Dispatch menu and click the team member in the people list. Their route opens on the board.

Step 2: Hover between two stops and click the + that appears. If the route is still empty, click New job.

Step 3: The search opens for this person and day. Pick one of these:

• A place or an address
• A template
• A recent job, with Again
• One of the unassigned jobs nearby, with Assign

3. How to Create a Job from Template

Step 1: Go to the Dispatch menu and select Templates.

Step 2: Click + Job next to the template you want, then click Create.

Step 3: The new job opens on the right side of the map. Change what you need right there: click a row such as Who or When and pick the new value. Each change is saved on its own.

4. How to Create a Job by Importing

Step 1: Go to the Dispatch menu, then click the Import jobs button next to the tabs.

Tip: You can also drop a CSV or Excel file right on Dispatch or All jobs.

Step 2: Click Choose a file, or paste rows copied from Excel or Google Sheets.

Step 3: Go through Columns and Check: confirm what each column holds and fix the rows the check points out. Nothing is saved before the check is done. To learn more about importing jobs, click here.

5. How to Create a Job using Existing Jobs

Step 1: Go to the Dispatch menu and click the job you want to copy, in a route or in All jobs. The job opens on the right side of the map.

Step 2: Click Duplicate in the bar at the bottom of the job.

Step 3: Choose Same person and Same day as you need, then click Duplicate. The copy opens right away, so you can change what is different.

6. How to Create a Job in Slack

Step 1: Click Settings at the bottom of the main menu, then API & Integrations.

Step 2: Scroll to Slack and click Add to Slack.

Step 3: Slack opens in your browser. Log in to your Slack workspace if you aren't logged in yet.

Step 4: Allow Hellotracks to access your workspace.

Step 5: Now you can create jobs right from Slack. In a channel or a direct message, click the / (slash) icon, then click New Job.

Step 6: Enter the job's details and click Save. The job is created in your Hellotracks account.

You can also type /job in the message field and send it.

7. How to Create a Job via Email

You can send an email to job@mail.hellotracks.com, which automatically creates a new job in Hellotracks.

The subject of the email becomes the title of the job, and the content of the email is attached to the new job.

8. How to Create a Job via API

Step 1: Click Settings at the bottom of the main menu, then API & Integrations.

Step 2: Check Enable API for your company account.

For more information, see the Hellotracks API documentation here.

9. How to Create a Job using the AI Assistant

Step 1: Click the Open AI assistant button at the top right.

Step 2: Select Dispatch assistant.

Step 3: Type your request in the chat box and send it.