Jobs and Scheduling¶

This guide covers everything you need to know about creating, scheduling, and managing jobs in AXITRAQ. The Jobs module is your central hub for planning work, allocating resources, tracking costs, and coordinating teams.

Table of Contents¶

Accessing the Jobs Module
Jobs Overview Page
List View
Job Calendar
Creating a Job
Editing a Job
Job Statuses
Assigning Employees
Linking Assets
Parts and Materials
Documents and Invoices
Forms and Checklists
Job Photos
Job QR Codes
Timesheets
Financial Tracking
Job Types
Job Templates
Schedule Clash Detection
Multi-User Awareness
Duplicating a Job
Mobile App Integration

Accessing the Jobs Module¶

Log in to AXITRAQ at axitraq.app.
From the main navigation, select Jobs.
The Jobs overview page loads with summary statistics and your job list or calendar.

You need the Manage Employees permission to access the Jobs module. If you do not see Jobs in your navigation, contact your company administrator.

Jobs Overview Page¶

At the top of the page, you will see summary statistics:

Active — Number of jobs currently in progress.
Pending — Jobs on hold or awaiting scheduling.
Completed (30d) — Jobs completed in the last 30 days.
Total — All jobs in the system.

Below the statistics, use the View Toggle to switch between List view and Calendar view. Your selected view is remembered between sessions.

List View¶

The list view displays all jobs in a table format with the following columns:

Column	Description
Job Number	Auto-generated identifier (e.g. JOB-0042). Click to open the job.
Title	The job name or short description.
Status	Colour-coded badge showing current status.
Client	The client associated with the job.
Location	Where the work takes place.
Job Type	The classification of the job.
Dates	Scheduled start and end dates.
Team	Number of employees assigned.
Spend vs Budget	Progress bar comparing actual spend against the budget.

Searching and Filtering¶

Use the controls above the table to narrow results:

Search — Type a keyword to search across job number, title, client name, and location. Results update as you type.
Status filter — Select a specific status (Active, Pending, Completed, Cancelled) to show only matching jobs.
Job Type filter — Filter by job type classification.

Schedule clashes are highlighted with a red-tinted row and a warning badge.

Job Calendar¶

The calendar provides a visual timeline of all scheduled jobs. It is powered by FullCalendar 6 and offers four views:

View	Description
Day	Hourly time-grid (5:00 AM to 9:00 PM) showing concurrent jobs side by side.
Week	7-day time-grid with narrower event blocks.
Fortnight	14-day grid with compact event pills.
Month	Full month grid with compact event pills.

Navigating the Calendar¶

Use the Previous and Next arrows to move between periods.
Click Today to jump back to the current date.
Select Day, Week, Fortnight, or Month using the view buttons in the toolbar.
In Month or Fortnight view, click any day number to zoom into Day view for that date.
A red now indicator line shows the current time in Day and Week views.

Calendar Event Display¶

Each event on the calendar displays:

The job number and title.
A left-side colour accent bar (based on the job colour).
Team member initials in small avatar circles.
A status dot indicator (green for active, grey for pending).

Hover Tooltips¶

Hover over any event to see a detailed tooltip with:

Job number, title, and colour bar.
Status badge and client name.
Location and date range.
Full team member list.
Spend vs budget financials.
Schedule clash warnings (if applicable).

Opening Job Details from the Calendar¶

Click any event to open the Job Detail Modal directly on the calendar without navigating away. The modal includes tabs for:

Details — Core job fields, description, and a financial progress bar.
Team — Assigned employees and contractors with profile links.
Materials — Parts and materials table.
Documents — Attached invoices and documents.
Forms — Assigned form templates with submission status.

You can change the job status directly from the modal header using the status dropdown. Changes save immediately.

Drag and Drop Rescheduling¶

Click and hold an event on the calendar.
Drag it to a new date or time slot.
Release to drop. The new dates are saved automatically.
To change duration, drag the bottom edge of an event in Day or Week view.

For multi-day jobs with daily segments, you can drag individual day segments to adjust their times independently.

Click-to-Create¶

Click any empty time slot in Day or Week view to open the new job form with that date and time pre-filled.
Click and drag across a date range to pre-fill both start and end dates.

Auto-Refresh¶

The calendar automatically refreshes events every 20 seconds to show changes made by other users.

View Persistence¶

Your selected calendar view (Day, Week, Fortnight, Month) and current date position are saved in your browser. When you return to the Jobs page, the calendar restores your last view.

Creating a Job¶

From the Jobs Page¶

Click the Add Job button at the top of the Jobs page.
The job edit form opens with a new auto-generated job number.

From the Calendar¶

Click an empty time slot to pre-fill the date and time.
Or drag across a range of dates to set both start and end.

Job Form Fields¶

Complete the following fields:

Field	Description
Title	A descriptive name for the job (required).
Job Type	Select a classification. Choosing a type auto-populates defaults for colour, vendor, budget, and assets.
Description	Detailed notes about the scope of work.
Client	Select from existing clients or create a new one using the Quick Create button.
Location	The site or address where work is performed.
Status	Set the initial status (defaults to Active).
Colour	Choose from 10 presets or enter a custom hex colour for calendar display.
Start Date/Time	When the job begins.
End Date/Time	When the job is expected to finish.
Daily Working Hours	For multi-day jobs, set default start and end times for each working day.
Vendor/Supplier	Assign a vendor associated with the job.
Budget Hours	Planned labour hours.
Estimated Hours	Estimated total hours for the work.
Budget Amount	Financial budget for the job.

Step-by-Step: Creating a New Job¶

Navigate to Jobs and click Add Job.
Enter a Title for the job.
Select a Job Type if applicable. Defaults will populate automatically; adjust as needed.
Select or search for a Client. To create a new client on the fly, click the quick-create button beside the client field and fill in their details.
Enter the Location or site address.
Set the Start Date/Time and End Date/Time.
For multi-day jobs, configure Daily Working Hours to define the standard work window for each day. You can override individual days using the per-day schedule grid.
Choose a Colour for calendar display.
Set the Budget Amount and Budget Hours if you are tracking financials.
Assign Employees under the Team tab (see below).
Link Assets that will be used on this job.
Click Save to create the job.

After saving, you are redirected to the job edit page where you can manage documents, materials, forms, and other details.

Editing a Job¶

From the list view, click the job number to open it.
From the calendar, click the event and then click Edit in the detail modal.
Modify any field and click Save to apply changes.

The job edit page is organised into tabs:

Details — Core fields (title, client, dates, budget, description).
Team — Employee and contractor assignments.
Parts and Materials — Materials consumed on the job.
Documents — Uploaded documents.
Invoices — Invoice and credit note management with OCR support.
Forms — Form template assignments and submissions.
Client Notes — Read-only journal entries from the linked client.
Photos — Images associated with the job.
QR Codes — Timesheet QR and Document Display QR management.
Timesheets — All timesheet entries for this job.

Job Statuses¶

Jobs progress through the following statuses:

Status	Description	Calendar Appearance
Active	Work is in progress or scheduled to begin.	Normal display with full colour.
Pending	On hold or awaiting approval/resources.	Faded appearance with reduced opacity.
Completed	All work is finished.	Does not trigger schedule clashes.
Cancelled	Job was cancelled and will not proceed.	Does not trigger schedule clashes.

Changing Status¶

From the list view: Open the job and change the status dropdown, then save.
From the calendar modal: Click the status dropdown in the modal header. The change saves immediately.
Programmatically: Status updates are logged in the audit trail.

Only Active and Pending jobs are considered when detecting schedule clashes.

Assigning Employees¶

Adding Team Members¶

Open a job and navigate to the Team tab.
Use the searchable employee picker to find team members.
Select one or more employees or contractors to assign them.
Click Save to confirm assignments.

Purchase Permission¶

When assigning an employee, you can enable the Can Purchase checkbox. This allows the employee to raise purchase orders against the job. Employees with purchase permission display a green tag in the team list.

Reassigning Employees¶

Open the job and go to the Team tab.
Remove employees by deselecting them from the picker.
Add new employees as needed.
Save the changes.

Viewing Team on the Calendar¶

Assigned team members appear as initial avatars on calendar event blocks. The full team list is visible in hover tooltips and the detail modal's Team tab.

Linking Assets¶

Assets are pieces of equipment, vehicles, or other trackable items relevant to a job.

Adding Assets to a Job¶

Open the job and navigate to the Team tab (assets are managed alongside team assignments).
Use the asset picker to search by asset code, name, or category.
Select assets to link them to the job.
Click Save.

Asset Clash Detection¶

If an asset is already assigned to another overlapping active or pending job, a schedule clash warning appears. You can still assign the asset, but the system will flag the conflict.

Parts and Materials¶

Track materials consumed on a job with unit costs and quantities.

Adding Materials¶

Open the job and navigate to the Parts and Materials tab.
Select a part or material from your inventory.
Enter the quantity used and unit cost.
The line total calculates automatically.
Save the job to record the materials.

Material costs contribute to the job's total spend calculation.

Documents and Invoices¶

Uploading Documents¶

Open the job and go to the Documents tab.
Click Upload to attach files (PDFs, images, or other document types).
Documents are stored securely and accessible to anyone with job access.

Managing Invoices¶

Navigate to the Invoices tab on the job edit page.
Upload an invoice or credit note. AXITRAQ's OCR system automatically extracts line items, amounts, and vendor details.
Review extracted data and confirm or adjust as needed.
Invoice line items are automatically linked to the job for spend tracking.
Credit notes reduce the job's total spend and display in red.

Split invoices (covering multiple jobs) show only the portion relevant to the current job.

Forms and Checklists¶

Assign form templates to jobs for structured data collection in the field.

Assigning Forms¶

Open the job and navigate to the Forms tab.
Click Assign Form and select from available form templates.
Assigned forms appear in the list with submission counts and completion status.

Submitting Forms¶

Forms assigned to a job can be submitted from the mobile app or the web platform. Each submission is timestamped and linked to the submitter.

Job Photos¶

Viewing and Adding Photos¶

Open the job and navigate to the Photos tab.
View all photos associated with the job in a gallery layout.
Upload new photos directly from the web interface.
Photos can also be added from the mobile app in the field.

Job QR Codes¶

Timesheet QR¶

Generate a QR code that employees scan with the AXITRAQ mobile app to clock in and out of a job.

Open the job and go to the QR Codes tab.
Generate or view the Timesheet QR code.
Print and display the QR at the job site.
Employees scan to start and stop their timesheets automatically.

Original scan timestamps are preserved separately from recorded times, and any adjustments maintain a full audit trail.

Document Display QR¶

Create passcode-protected QR codes that allow site visitors to view selected job documents without logging in to AXITRAQ.

Open the job and go to the QR Codes tab.
Create a Document Display QR code.
Set a 4-6 digit numeric PIN for access.
Select which documents to make available.
Print and display the QR at the job site or on signage.

Anyone scanning the QR with a phone camera can enter the PIN to view the selected documents. No AXITRAQ account is required. Access is rate-limited and fully logged.

Label Printing¶

QR codes can be printed as professional labels or site signs:

Select from templates including "Job / Site Sign" with job-specific placeholders.
Choose A4 or A3 size for site signage.
Preview before printing.

Timesheets¶

The Timesheets tab on the job edit page shows all timesheet entries recorded against the job.

View employee clock-in and clock-out times.
See total hours worked per entry.
Click any entry to open a detail modal with adjustment history.
Timesheet labour costs are calculated using each employee's hourly rate.

Financial Tracking¶

AXITRAQ automatically tracks job finances across multiple sources:

Source	How It Contributes
Invoice line items	Amounts from approved invoice items linked to the job.
Labour (timesheets)	Hours worked multiplied by employee hourly rates.
Materials	Quantities used multiplied by unit costs.

Budget vs Spend¶

The budget progress bar uses colour-coded thresholds:

Green — Spend is below 75% of budget.
Amber — Spend is between 75% and 100% of budget.
Red — Spend exceeds 100% of budget.

Financial summaries appear on the calendar tooltip, the detail modal, and the list view.

Job Types¶

Job Types are company-customisable classifications that streamline job creation.

Configuring Job Types¶

Navigate to Settings and open the Job Types tab.
Create a new job type with a custom name (e.g. "Electrical Maintenance", "Site Inspection").
Configure defaults: colour, vendor/supplier, budget hours, estimated hours, budget amount, and default assets.

Using Job Types¶

When creating a new job:

Select the Job Type from the dropdown.
All configured defaults populate automatically (colour, vendor, budget values, assets).
Override any defaults as needed for the specific job.

Job Templates¶

Templates are reusable blueprints for recurring work. They store a complete job configuration including employees, assets, and form assignments.

Creating Templates¶

Templates are managed via the Job Templates page in Settings.

Using Templates on the Calendar¶

Active templates appear as draggable pill-style placeholders above the calendar.

Find the desired template above the calendar.
Drag the template pill onto a date on the calendar.
A fully configured job is created instantly at the chosen date.
The new job inherits all template settings: title, description, employees, assets, colour, budget, and forms.

If the newly created job causes a schedule clash, a notification will alert you immediately.

Schedule Clash Detection¶

AXITRAQ automatically detects when employees or assets are double-booked across overlapping jobs.

How Clashes Are Shown¶

Calendar: Clashing events display a red border with a pulsing animation.
List view: Affected rows are highlighted in red with a warning badge.
Tooltips: Hovering over a clashing event shows a detailed breakdown of which resources overlap and with which other jobs.
Job edit (pre-save): Before saving a job, the system validates assignments and shows a confirmation dialog listing all detected clashes.

What Triggers a Clash¶

A clash is detected when:

The same employee is assigned to two jobs with overlapping date ranges.
The same asset is linked to two jobs with overlapping date ranges.
Both jobs have a status of Active or Pending.

Completed and Cancelled jobs do not trigger clashes.

Resolving Clashes¶

Review the clash details in the tooltip or warning dialog.
Reschedule one of the conflicting jobs by dragging it on the calendar.
Or reassign the conflicting employee or asset to remove the overlap.

Multi-User Awareness¶

When multiple team members are working with the same jobs, AXITRAQ provides real-time awareness:

When you open a job's detail modal, a lock is acquired so others know you are viewing it.
Other users will see a red badge with your initials on the calendar event.
If someone else is already viewing a job when you open it, a banner appears in the modal identifying them.
Locks automatically expire after 60 seconds of inactivity.

This prevents conflicting edits and helps teams coordinate.

Duplicating a Job¶

Quickly create a new job based on an existing one:

On the calendar, click an event to open the detail modal.
Click the Duplicate button.
A new job form opens pre-filled with all details from the original: title, description, dates, colour, employees, assets, and materials.
Adjust any fields as needed for the new job.
Save to create the duplicate.

You can also duplicate from the job edit page.

Mobile App Integration¶

The AXITRAQ mobile app provides field teams with full access to jobs on the go.

Viewing Jobs on Mobile¶

The Jobs Calendar displays your scheduled jobs with date range filtering.
Tap any job to view full details including team, forms, financials, and daily schedule.

Updating Jobs from Mobile¶

Change job status from the field.
Submit assigned forms and checklists directly from the app.
Add photos to the job while on site.

Clock In and Out¶

Open the AXITRAQ mobile app.
Scan the job's Timesheet QR code displayed at the site.
The app records your clock-in time.
Scan again when leaving to clock out.
Your timesheet entry is automatically linked to the job.

Original scan timestamps are preserved, and any subsequent adjustments maintain a complete audit trail.

Tips and Best Practices¶

Use Job Types to save time when creating similar jobs. Configure defaults once and let them auto-populate.
Use Templates for truly recurring work. Drag-to-schedule from the calendar is the fastest way to create jobs.
Set budgets on jobs to get real-time visibility into spend versus planned costs.
Enable Daily Working Hours for multi-day jobs so the calendar shows accurate per-day segments rather than one continuous block.
Check for clashes before finalising assignments. The pre-save validation helps avoid double-bookings.
Use Document Display QR codes to share site documents with inspectors or visitors without giving them platform access.

Frequently Asked Questions¶

Can I reschedule a job without opening it? Yes. Drag the event on the calendar to move it to a new date or time. Changes save instantly.

What happens when I delete an invoice linked to a job? Deleting an invoice completely reverses all financial side-effects, including part pricing, materials, and price history. The job's spend updates accordingly.

Can contractors be assigned to jobs? Yes. Both employees and contractors appear in the team picker and can be assigned to jobs.

How do I know if someone else is editing a job? The multi-user awareness system shows a red badge with their initials on the calendar event. Opening the same job displays a banner identifying who is currently viewing it.

Can I set different working hours for different days of a multi-day job? Yes. Use the per-day schedule grid on the job edit page to override daily start and end times for specific dates.

This manual applies to AXITRAQ version current as of May 2026. For additional help, contact your system administrator or visit wiki.axitraq.com.