> For the complete documentation index, see [llms.txt](https://wiki.roaddirect.co.nz/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://wiki.roaddirect.co.nz/eboard/book-a-job.md). # Book a job This guide walks through booking a job on eBoard with the **New Job** form, from choosing the job type to saving it onto the [Calendar](/eboard/calendar.md). It also covers Express Booking and callout jobs. Adding jobs depends on your [access level](/getting-started/user-access-levels.md): TMP Designer, TMP Designer Plus, Operations User and Super Admin users can add jobs. ## Start a new booking Click the green **+** (**Add Job**) button at the top right of the Calendar or Dashboard. The **New Job** form opens. Jobs that come in through the [Job Booking Portal](/eboard/job-booking-portal.md) open the same form, already filled in from the customer's request, when you click **Accept Request**. {% hint style="info" %} **Which fields are required?** A field shows a red **\*** when it's set as **Mandatory** in [Job booking fields](/eboard/settings/job-booking-fields.md), and fields marked **Highly recommended** are flagged if left empty. By default you need the client, principal, who to bill, booking dates, location and description of work activity. Your organisation may have made other fields mandatory. {% endhint %} ## 1. Job type **Job Type** decides where the job appears: | Job type | Use it for | Where it appears | | ----------------------------- | ------------------------------------------------------------------------------------ | ---------------------------------------------------------- | | **Dates Confirmed** (default) | Jobs with booked dates. | On the Calendar for each booked date. | | **Dates Not Confirmed** | Jobs you know about but haven't got dates for yet. You also choose a **Job Period**. | Dashboard → **Dates Not Confirmed** (not on the Calendar). | | **TMP Only** | You're only preparing a TMP, not doing the TTM work. | Dashboard → **TMP Only**. | | **Quote Only** | You're quoting for the job. | Dashboard → **Jobs To Quote**. | | **Misc** | Work that doesn't involve TTM. The form leaves out the TTM-specific fields. | Dashboard → **Misc**. | Tick **Express Booking?** for a shorter form (see [Express booking](#express-booking)). ## 2. Billing information * **Client**: choose one of your [clients](/eboard/resources/clients.md), or type a name. A typed ("free text") client works, but you can't save contacts against it, so add regular clients in Resources first. * **Principal**: who the work is being done for. * **Bill Client** / **Bill Principal**: who to charge for the job. ## 3. Linked job details The rest of the booking sits under **Linked job 1**. A job can have several linked jobs, each with its own dates and details (see [Linked jobs](/eboard/calendar/linked-jobs.md)). The heading shows **Please complete all required fields** until that linked job is complete. ### Booking dates 1. Enter a **Start Date** and **End Date**, tick the days of the week to include (**Mondays** to **Sundays**), and click **Add Date Range**. 2. For a single day, enter the start date and click **Add Start Date Only**. Add the booking dates first: durations, start times, no-parking, staff and vehicles can't be added until the job has dates. ### Times | Field | Notes | | ------------------------------------------------------------ | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **TMP Window Start Date** / **TMP Window End Date** | The period the TMP needs to cover. Highly recommended. | | **TMP Due Date** | When the TMP is due. **Set to Default** sets it to 7 days before the window start date. | | **Lead In (days)** | | | **Full Duration (Estimated Total Days)** | | | **Day Duration(s)** | The work period for each day. Click **Add New Duration**. | | **Start Time** | Use **Add New Start Times** to add the times for each day. The two times are labelled as set in [Calendar settings](/eboard/settings/calendar.md) (e.g. **Be at Depot** and **Site setup by**), with **From** and **To** dates. | | **TMP Window Times**, **Peak Flows**, **Attended Day/Night** | | ### Contact details * **Choose Contact or enter details below**: pick from the **Client Contacts** or **Principal Contacts**, or type the **Contact Name**, **Phone** and **Email**. * Tick **Save this contact** to add a typed contact to the client (not possible for a free-text client). * **STMS Onsite in Charge** and **TC Onsite**. ### Job details * **Location (Address)**: the worksite address. Use **Worksites** to manage more than one worksite. Tick **State Highway?** if it's on a state highway. * **Location Reference** and **Your Reference Number**. * **Setup Importance / Rating**: Standard (normal setup required), Complicated, large or complex setup, Excessive or extreme setup, Half Setup Already, or Unattended Worksite (no setup required). This sets the colour of the job's marker on the [Map](/eboard/map.md). * **Job Notes** and **Significant Stages**. * **Setup** and **Onsite** **Identified Risks/Hazards** and **Proposed Control Measures**, **PPE Requirements Onsite** and **Break Plan**. * **Description of Work Activity**. * Road details: **AADT** (with a **lookup**), **Number of Lanes**, **Road Level** and **Road Category**. Road level is checked against the staff and vehicles you allocate (see [Competency](/eboard/resources/competency.md)). * **Work Area Required for Client**, **Client Plant and Equipment Used Onsite**, and **Excavations Unattended Onsite (Need Fences / Plates?)**. * **Remove Parks**: click **Add New Remove Parks** to record no-parking requirements. ### TTM details * **Traffic TTM Closure**: click **Add New Closures** to add the closures for each day. Also **Pedestrian and Cyclist TTM Closure**. * **Positive TTM**, **Intersection or Lights Affected?**, **Unattended TTM Left Out** and **Pedestrian Control Required**. * **Temporary Speed Limit** and **Permanent Speed Limit**. The permanent speed limit is checked against each staff member's **65km/h+ Competent?** setting. * **Don't Drop Lane Before**, **Estimated Setup Time**, **Drop Zones Required for the Work Area** and **Contingency Plan TTM**. * **How Many Staff Required Onsite?**: click **Add New Number of Staff Required**. * **Staff Allocated Onsite** (**Add New Staff Selection**) and **Allocated Vehicle(s)** (**Add New Vehicle**). {% hint style="info" %} Staff and vehicle competency checks and availability aren't assessed on this form. Allocate staff and vehicles from the Calendar to get those checks (see [Staff competency checks](/eboard/resources/staff-competency-checks.md)). {% endhint %} ### Quick tasks **Letter Drop Required?** and **VMS Required?** ### Admin * **List Your Chargeable On-site Job Resources & Services Required** and **List Your Chargeable Office Resources & Services Required**. Office resources appear as **Office Services** in [Beast Mode](/tracking/invoices/beast-mode.md) when the job is invoiced. * **Client's Purchase Order Number**, **RCA**, and **Public Notifications & Affected Parties**. * **Quote Required?**, **Quote Reference/Rate** and **Quote Sent to Client**. * **Existing Job**, **CAR Required?** and **Asset Locate**. ### Process Track the TMP and CAR as the job progresses: * **Reuse Existing TMP**, **TMP Processed**, **TMP Submitted to RCA**, **TMP Approved** and **TMP Reference**. These decide which group the job is in on the Dashboard's [TMP Dashboard](/eboard/dashboard/tmp-dashboard.md). * **CAR Submitted**, **CAR Returned** and **CAR Reference**. * **Admin Notes** and **Priority** (None, Medium or High). ## 4. Photos, TMPs and documents * **Site Photos**: upload photos or **Select from Job** to reuse them from another job. * **Traffic Management Plans**: drop in or upload a file (max 40 MB), **Select from Library** to use a TMP from your [TMP library](/eboard/library/tmp-library.md), **Select from Job** to reuse one from another job, or **Insert TMP URL** to link to one. * **Documents**: upload files (max 40 MB), or select them from your [company documents](/eboard/library/company-documents.md) library or another job. ## 5. Add linked jobs (optional) Click **Create linked job** to add another linked job, for example for different stages or different times on the same day. Each linked job has its own dates, times and details. See [Linked jobs](/eboard/calendar/linked-jobs.md). ## 6. Check and save The **Please check the following** box lists anything still missing, e.g. "Booking Dates is a required field" or "Billing Information - Client is a required field". * **Save As New Job**: books the job. Tick the disclaimer first, confirming you've reviewed the information. * **Save as Draft**: saves an incomplete job without the disclaimer. Drafts appear in the **Draft** group on the Dashboard ("Job not yet ready for TMP"). * **Print**: prints the booking. * **Cancel**: closes the form without saving. ## Express booking Tick **Express Booking?** at the top of the form to show only the essential fields: client and principal, booking dates, start times, contact details, location, description of work activity, road level and category, closures, speed limits, and the number of staff required. Which fields appear is set by **In Express Booking?** in [Job booking fields](/eboard/settings/job-booking-fields.md), and Express Booking is switched on in [Calendar settings](/eboard/settings/calendar.md). ## Callout jobs For urgent callouts, click the red **Add Callout Job** button next to **Add Job**. The **Add New Callout Job** form only asks for: * **Client**\*, **Location (Road Name)**\* and **Description of Work Activity**\* * **Traffic TTM Closures** and **Pedestrian and Cyclist TTM Closures** (highly recommended) * **Number of Staff Required Onsite** (or **TBC**) * **Allocated Staff** (you're added automatically) and **Allocated Vehicle(s)** * **Photos** (max 5 MB) and **Traffic Management Plans** Click **Save**. If you click **Cancel**, you're asked to confirm. For which users can create callout jobs, see [User access settings](/eboard/settings/user-access.md). ## After booking * Dates Confirmed jobs appear on the [Calendar](/eboard/calendar.md) for each booked day. Other job types are listed on the [Dashboard](/eboard/dashboard.md). * To change a job, use **View** in the job's ⋮ menu on the Calendar. You can also [move its start date](/eboard/calendar/move-start-date.md) or [extend it](/eboard/calendar/extend-job.md). * Allocate staff and vehicles on the Calendar using the [staff picker](/eboard/calendar/staff-picker.md). * Field staff record time and equipment against the job with [My Tasks](/tracking/my-tasks.md). --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. 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