Creating Jobs - Complete Guide - Buildefine Support

Learn how to create and set up new jobs in Buildefine, from basic information to advanced configuration options.

Quick Start

Creating a new job takes just a few minutes:

Navigate to the Jobs section
Click "Create New Job"
Fill in required information
Configure settings and link clients
Save and start working

Image Placeholder: Create Job Button

Screenshot showing the "Create New Job" button prominently displayed in the jobs dashboard header, with clear call-to-action styling.

Step-by-Step Job Creation

1. Basic Information

Required Fields:

Job Name: Clear, descriptive title for your project
Description: Detailed explanation of work to be performed

Optional Fields:

Job Number: Auto-generated (JOB-YYYY-0001) or custom
Estimated Duration: Time estimate in hours and minutes

Image Placeholder: Job Creation Form - Basic Info

Screenshot of the job creation form focusing on the basic information section with name, description, and job number fields clearly visible.

2. Location Details

Configure where the work will be performed:

Address: Street address of job site
City, State, ZIP: Location details
Country: International project support

Address: 123 Main Street
City: Springfield
State: IL
ZIP: 62701
Country: United States

3. Scheduling

Set project timeline:

Start Date: When work begins
End Date: Expected completion (must be after start date)
Estimated Duration: Planned work hours/days

Image Placeholder: Job Scheduling Section

Screenshot showing the scheduling section with date picker components for start/end dates and duration input field with hours/minutes.

4. Job Classification

Priority Selection

Choose from your company's priority levels:

High: Urgent, immediate attention required
Medium: Standard timeline, normal processing
Low: Non-urgent, can be scheduled flexibly

Category Assignment

Select appropriate job category:

Installation: New system setup
Maintenance: Routine service work
Repair: Fix existing issues
Consultation: Advisory services
Custom categories as configured by admin

Status Setting

Initial job status (usually set to default):

New: Just created, not started
Planning: In preparation phase
In Progress: Work has begun
Other statuses as configured

Image Placeholder: Job Classification

Screenshot showing three dropdown menus for Priority, Category, and Status with color-coded options and descriptions.

5. Client Management

Link Existing Clients

Search and select from your client database
Multiple clients can be linked to one job
Client contact information automatically included

Create New Clients

Add new clients directly during job creation:

Required:

Client Name
Contact Person

Optional:

Email address
Phone number
Business address
Website
Notes

Image Placeholder: Client Selection Interface

Screenshot showing a dual interface with existing client search/selection on the left and new client creation form on the right.

6. Custom Fields

If your job category has custom fields configured:

Text Fields: Additional notes or specifications
Numbers: Quantities, measurements, costs
Dates: Deadlines, milestones, appointments
Dropdown: Predefined options specific to job type

Image Placeholder: Custom Fields Section

Screenshot displaying custom fields section with different field types like text inputs, dropdowns, date pickers, and number inputs.

Advanced Configuration

Job Templates

Save time by creating jobs from templates:

Select "Create from Template"
Choose existing template
Modify details as needed
All template settings copied automatically

Bulk Operations

For multiple similar jobs:

Create first job completely
Use "Duplicate Job" feature
Modify specific details for each copy
Maintain consistent structure

Validation & Error Handling

Common Validation Rules

Job Name: Maximum 255 characters, required
End Date: Must be after start date
Email: Valid format required for client emails
Custom Fields: Follow configured validation rules

Error Messages

If validation fails, you'll see clear error messages:

Red highlighting on problematic fields
Specific error descriptions
Suggestions for correction

Image Placeholder: Validation Errors

Screenshot showing a form with validation errors highlighted in red, with clear error messages pointing to specific fields that need correction.

After Creation

Once your job is created:

Review Details: Verify all information is correct
Add Tasks: Break down work into manageable tasks
Assign Team: Delegate tasks to team members
Set Reminders: Configure notifications and deadlines
Track Progress: Monitor job advancement

Best Practices

Naming Conventions

Use descriptive, searchable names
Include client name for easy identification
Avoid special characters that might cause issues

Description Guidelines

Include scope of work
Mention specific requirements
Note any constraints or limitations
Reference related documentation

Client Information

Verify contact details before saving
Include multiple contacts when available
Add notes about communication preferences

Scheduling Tips

Build in buffer time for unexpected delays
Consider team availability
Account for client schedule constraints
Factor in material delivery times

Troubleshooting

Common Issues

Cannot save job errors

Check all required fields are completed
Verify end date is after start date
Ensure client information is valid

Missing categories or priorities

Contact your system administrator
Categories/priorities are company-specific settings

Custom fields not appearing

Custom fields are category-dependent
Select a category first to see relevant fields

Client not found in search

Verify client exists in your company's database
Check spelling and try partial name searches
Use "Create New Client" if needed