Workflow Map for Handling Equipment in Ascora

1. Preparation Phase

Step 1: Create Job Template

• Navigate to the job template section in Ascora.
• Create a new job template:
  • Template Name: Provide a descriptive name for the service (e.g., "Quarterly HVAC Maintenance").
  • Description: Briefly describe the scope of the job.
  • Estimated Labour Hours: Include an estimate for completing the service.
• Ensure this is set as an on-demand template (not recurring).
• Add any relevant information or steps to the template for clarity.

Step 2: Create Equipment Types

• Go to the equipment type section.
• Create a new equipment type:
  • Name: Specify the type of equipment (e.g., "Air Conditioner").
  • Service Interval: Define the interval for servicing (e.g., every 3 months, 6 months, annually).
  • Assign Job Template: Link the previously created job template to this equipment type under the service interval section.

2. Setup Phase

Step 3: Create Billing Customer and Site

• Add the billing customer to Ascora:
  • Ensure all relevant details are added (name, address, contact info, etc.).
• Create the associated site:
  • Link the site to the billing customer.
  • Add site-specific details (e.g., address, contact person).

Step 4: Add Equipment to Site

• Open the customer card for the site.
• Go to the "Equipment" section and add new equipment:
  • Select the relevant Equipment Type from the dropdown.
  • The assigned service interval from the equipment type will automatically apply.
  • Important: Do not create a new service interval at this step, as it will only apply to this specific piece of equipment.
• Repeat this process for each piece of equipment that needs servicing.

Step 5: Configure Custom Fields

• Navigate to the custom fields section and set up fields for the following:
  • Under Equipment:
    • Location of item.
    • Serial numbers.
    • Color.
    • Any other fixed details that do not change over time.
  • Under Quote/Job Equipment Options:
    • Questions that must be answered during each service interval (e.g., "Was the filter replaced?" "Are there visible signs of damage?").

3. Service Execution Phase

Step 6: Automated Job Creation

• When the service interval is due