> 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/job-booking-portal.md). # Job Booking Portal The Job Booking Portal is an online form your customers use to request a quote or book a TTM job with you. Their request arrives on your eBoard [Dashboard](/eboard/dashboard.md), where your team reviews it and either turns it into a job or rejects it. The form asks for the information your planners need to prepare a TMP: the worksite, the work activity, risks, dates, and the services the customer needs from you. Getting this up front means fewer back-and-forth phone calls before planning can start. ## Sharing the portal with your customers There are two kinds of link: * **Your organisation's portal link.** On the [Dashboard](/eboard/dashboard.md), the **Job Booking Portal** link is at the top of the TMP Dashboard. Click it to open the portal, or click the copy button next to it to copy the link. You can put this link on your website or in your email signature. * **A link for a specific client.** On **Resources** → [Clients](/eboard/resources/clients.md), each client has a **Job Booking Portal** link in the **Booking Link** column, with a button to copy it. Send this to the client. Who is notified when a booking or quote request comes in is set under **Job Booking Portal** in [Notifications](/eboard/settings/notifications.md). ## What your customer fills in The form is titled **Book or Quote a TTM Job**. Fields marked \* are required. Most questions include an **I am not sure** option and an **Other/Tell us more if relevant** box, so customers can still submit a request when they don't have every detail. ### Booking type **Is this for a Quote or Booking?** \*: **I require a quotation**, or **Book in and process the job now**. Customers can tick **Remember my details** and **Remember my work details** so the form is pre-filled next time. ### Contact details | Section | What it's for | | ---------------------- | ------------------------------------------------------------------------------------------------------------------------------ | | **Company Name** \* | The company making the booking, which is the one billed for the job. | | **Primary Contact** \* | The person booking the job: name, phone number and email. | | **Onsite Contact** | The person in charge on the day, so your crew can contact them directly. Tick **Same as Primary Contact** to copy the details. | | **Principal** | Who the work is being done for (needed for the TMP and council). Tick **Same as Primary Contact** to copy the details. | ### Location The physical worksite. 1. Start typing the address and select it from the list. 2. Zoom in on the map and use the toolbar to add **markers** and draw **shapes** showing exactly where the work will take place. 3. Click **Add new location** for each extra worksite (B, C, …). For generic 12-month TMP requests, customers are asked to list the roads, councils/regions or state highways they'll be working on. ### Job information * **Work Activity**: what they are doing, building, fixing or making. * **Plant and Equipment**: how they'll do it: plant, machines and vehicles on site. * **Significant Stages**: any staging or phasing. * **Work Activity Risks**, **Environment Risks** and **TTM Risks**: hazards your planners should know about, with any suggested controls. * **Drop Zones for the Work**: whether they need drop zones or other safety zones separate from the work area (Yes / No / I am not sure). * **Work Area**: which parts of the road network the work affects: berm, footpath, shoulder, parking, one / two or more / all traffic lanes, business access, resident access. * **Transport Aspects Affected**: pedestrians, cyclists, public transport, property access, permanent traffic signals, heavy haulage roads, railways. * **Inactive/Unattended Periods**: when the site will be unattended (nights, days, weekends, public holidays), and what will be left on site. ### Dates and times * **Intended/Actual Work Dates**: start and end dates, or tick **I do not have work dates yet**. Customers are told you'll let them know if the dates are too soon for RCA notice periods or planning. * **Intended Times**: when they'll arrive on and leave site each day. The form notes that lane closures on state highways and main arterials are often limited to 9am–3pm. * **Alternative Dates**: backup dates if the job is postponed. * **Window/Contingency Dates (TMP Approval Dates)**: the period the TMP should be approved for, with a reason for any extra days. * **Work Duration** (hours, days or months) and **Hours Per Day**. ### Further information * **Excavation Permit Required?**: whether the job involves digging, and where (none / private property only / public road reserve). The form explains that excavating in the road reserve needs a permit (a CAR) as well as a TMP. * **No Parking Installation**: whether you supply and install no-parking cones, the customer does, or none are needed. * **Traffic TTM Closure**: the customer's preferred closure, if they know it (e.g. shoulder closure, lane closure, Stop/Go, half or full road closure). Your planners make the final decision. * **Footpath/Pedestrian Management** and **Will cyclists be affected?**: their preference, if known. * **General Notes**. * **Attachments**: site photos, risk assessments (JSA), customer account forms or other documents. Maximum 40 MB in total. * **Purchase Order Number**: if left blank, the location and date are used on the invoice. ### Services required | Question | Choices | | --------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------- | | **TMP Method** | You make and submit the TMP; you make it and the customer submits it; the customer has their own TMP (attached for you to verify). | | **Equipment Hire Method** | You provide the TTM equipment, or the customer provides it. | | **Site Setup Method** | You set up, change and remove the site; the site is already set up; or the customer sets it up with their own qualified STMS. | | **Onsite Labour Method** | You provide all on-site TTM labour, or the customer provides their own qualified staff (with proof of qualifications). | | **Unattended/After Hours Requirements** | Daily STMS site checks, safety fence hire around excavations or other hazards, or the customer handles everything. | ### Submitting The customer ticks the disclaimer confirming the information is correct, completes the reCAPTCHA, and clicks **Submit**. The button shows how many worksites and attachments will be included. **Reset** clears the form. The customer can open the **Tutorial** link at the top of the form for help. ## Handling requests in eBoard ### Where requests appear * **Booking requests**: Dashboard → [TMP Dashboard](/eboard/dashboard/tmp-dashboard.md) → **Incoming Booking Requests**. * **Quote requests**: Dashboard → [Jobs To Quote](/eboard/dashboard/jobs-to-quote.md) → **Incoming Quote Requests**. * **Every request**: Dashboard → **All Client Requests**. * Pending requests also appear on the [Calendar](/eboard/calendar.md). Each group shows a count. Click **+** to expand it. In the Incoming Booking Requests group, the request's **⋮** menu has **View Booking Request**, **Accept Booking Request** and **Reject Booking Request**, so you can act on it straight from the Dashboard. The **All Client Requests** list shows the date **Requested**, the requested **Start** date, the **Request No.**, the **Status**, the **Request Type** (Quote or Booking), the **PO No.**, the **Company** and the **Location**. {% hint style="info" %} The **Status** filter starts on **Pending**, so accepted and rejected requests don't show until you change it to **Accepted** or **Rejected** (or clear it). Use the **Request Type** drop-down to show only quotes or bookings. {% endhint %} ### Review a request 1. Click the **⋮** menu on the request and choose **View Request**. The request opens as **Job Booking Request** or **Quote Request**, followed by its number and company. 2. Check everything the customer entered: contact details, worksite locations with their map markers and areas, job information, dates, further information, attachments and the services required. 3. Make sure you have enough information to prepare the TMP and diagrams. Contact the customer if anything is missing or unclear. 4. Click **Accept Request** or **Reject Request**. To close the request without deciding, click the **×** in the corner. ### Accept a request 1. Click **Accept Request**. A **New Job** form opens, already filled in from the request. Click **View client booking request** at the top to look at the original request while you work. 2. Check and complete the job: * **Job Type**: set from the request. A request with no work dates becomes **Dates Not Confirmed**. * **Client** and **Principal**: if the customer isn't one of your clients yet, the form shows **"This client does not exist yet"**. Select an existing client, or create the client in **Resources** → [Clients](/eboard/resources/clients.md). Accepting a request doesn't create a client for you. * Fill in or correct the other booking fields as needed (see [Book a job](/eboard/book-a-job.md)). 3. Save the job: * **Save as Draft** saves it as a draft without needing every field or the disclaimer. Use this while you're still working with the customer. * **Save As New Job** books the job. You need to accept the disclaimer first. * **Cancel** closes the form without accepting the request. As soon as the job is saved (as a draft or a new job), the request's status changes to **Accepted** and it leaves the incoming requests group. A draft job appears in the **Draft** group on the TMP Dashboard ("Job not yet ready for TMP"), with **Request#** and the request number in its job reference, so you can trace it back to the request. Accepted quote requests are tracked on [Jobs To Quote](/eboard/dashboard/jobs-to-quote.md). ### Reject a request 1. Click **Reject Request**. 2. Click **Yes** to confirm. Rejecting doesn't delete the request. It's removed from the Calendar and Dashboard, its status changes to **Rejected**, and you can still find it under **All Client Requests** by setting the **Status** filter to **Rejected**. --- # 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. Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters: ``` GET https://wiki.roaddirect.co.nz/eboard/job-booking-portal.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is what the user is ultimately trying to achieve, the reason they need the answer. 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