Running booked jobs on the Workflow board

The Workflow board shows every booked job as a card you move through columns, from scheduled to done, whether the work is in the shop or on site. Workflow is part of the Growth plan and up.

Where to find it

In the left sidebar, under Customer flow, click Workflow.

Leads don't live on Workflow anymore. New leads are worked on the Leads page, and once a lead is booked, the job shows up here. See Working and scheduling leads in the Leads hub.

Setting up the board

If your shop has no columns yet, you'll see Set up your workflow. Click Create the standard workflow to add five columns: Scheduled → In progress → Waiting → Ready to invoice → Done. You can rename, add or remove columns any time.

Already have your own columns? Click Customize Columns at the end of the board. If any standard columns are missing, click Add the standard columns. They're added at the end; nothing you have is renamed or removed, and no card moves.

How jobs get onto the board

When a job is booked, it lands on the board automatically, in your Scheduled column (or a column named like "Booked"; if you have neither, your default column or your first open column). That includes bookings made from the calendar, a customer's page, a quote, the mobile app, the Leads scheduler, your online booking page and recurring appointments. An online booking that needs a deposit lands once the deposit is paid.

Free estimate and site-measure visits booked from Sales Matrix don't land here, since they come before the sale. Imported history doesn't either. Appointments booked before job cards existed stay off the board.

When a job lands, it also gets your best-matching job checklist. See Job checklists: steps and due times for every job.

Reading a job card

Each job card shows:

• The booked service (or the appointment title).
• In shop or On site, with the city for on-site work.
• The customer's name and vehicle.
• The date and time, and the installer.
• The appointment's status once it's past Scheduled (Confirmed, Checked in, In progress, Ready or Completed).
• Checklist progress, like "3/6 done", and a red N overdue badge when checklist steps are past due.

Click a card to open the appointment. See Working an appointment: status, checklist and invoice.

Filtering in-shop and on-site jobs

Under the Workflow heading, use All jobs, In shop or On site to show just those job cards. Quote cards always show.

Moving jobs

Drag a job card from anywhere on it to another column. Or click the ... on the card and pick a column under Move to, which also works from the keyboard.

Moving a job only changes where it sits on the board. It doesn't change the appointment's status; you still use Check In, Start Work and the other buttons on the appointment page for that. Everyone on the team can move cards.

Quote cards, Unassigned and Online Bookings

Quotes can also sit on the board as quote cards, showing the quote number, total, customer, vehicle and status. Once a quote's job is booked, the job card stands in for it.

• Unassigned: quotes that aren't in any column (for example, after their column was deleted). Click Unassigned in the header to open the tray and drag them into a column.
• Online Bookings: a lane for online bookings made before job cards existed. A booking that's already a job card doesn't show here.

Changing columns

• Reorder: drag a column's title bar from anywhere. This order is saved in your browser, so it's per device.
• Rename: double-click the column name, or click the ... in the column header and choose Rename.
• Color & Won / Lost…: opens Customize Columns, where you pick a color and mark a column as a closed (terminal) column, Won or Lost.
• Delete column: from the same ... menu. Nothing in it is deleted. Its quotes move to Unassigned, and its jobs move to your first column.
• Add Column: in the header, or at the end of the board.

Owners, admins and managers can change columns by default. Column changes apply to the whole shop.

Pipeline stats

Owners, admins and managers see Pipeline, A/R, Collected and Closed Won totals above the board, with a date range picker. Other roles don't see these totals. The board refreshes on its own every 30 seconds.

Frequently asked questions

Q: Why isn't a booked job on the board?

A: Only bookings made after job cards were added land on the board. Free estimate visits from Sales Matrix and imported history don't land here, and an online booking with a deposit lands once the deposit is paid. Your shop also needs at least one column.

Q: Does moving a job card change the appointment's status?

A: No. It only changes where the card sits. Use the buttons on the appointment page to check in, start, mark ready or complete the job.

Q: Where did my leads go?

A: Leads are worked on the Leads page now. When a lead is booked, its job shows up on Workflow.

Q: How do I add the standard columns to my existing board?

A: Click Customize Columns at the end of the board, then Add the standard columns. Missing ones are added at the end, and nothing you have is renamed, removed or moved.

Q: What happens to jobs in a column I delete?

A: Nothing is deleted. Jobs move to your first column and quotes move to Unassigned. You can drag them anywhere after.