Zuper Webinar Series: Week 5 - Job Settings

This session focused on customizing Zuper’s backend job settings—including categories, statuses, checklists, and notifications—to create a smoother experience for technicians, office staff, and customers. Use the timestamps to jump to the relevant moments in the recording.

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Overview of Job Settings (00:00:00)

The webinar outlined how backend configuration drives the front-end experience. Topics included job categories, statuses and status types, checklists, and customer/internal notifications.

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Job Categories (00:02:14 – 00:03:15)

• Purpose: Act as templates to standardize job descriptions, statuses, and checklists by job type.

• Granularity: Can be broad or highly detailed.

• Color Coding: Category colors improve visual organization on calendars and schedules.

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Job Statuses & Status Types (00:05:19 – 00:08:38)

• Statuses: Define the exact steps technicians follow to complete a job. Existing sets can be cloned across categories.

• Status Types: Higher-level groupings used for filtering and dispatching to improve visibility across categories.

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Deep Customization of Statuses (00:10:53 – 00:14:09)

Admins can control:

• Color-coding on calendars/dispatch boards.

• Completion requirements (e.g., customer signature, feedback).

• Geofencing (require on-site presence before “Job started”).

• Role-based visibility (enable/disable statuses for field vs. office).

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Dependent Statuses & Remarks (00:15:27)

• Dependent statuses enforce milestones (e.g., “Job started,” “Checklist complete”) before moving to “Job completed.”

• Remarks prompts can collect structured technician feedback during status transitions.

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Calendar Visualization (00:16:53 – 00:17:59)

• Category/status colors translate directly to the calendar view, enabling quick reads on job type and progress (e.g., scheduled but not yet started).

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Notifications & Alerts (Internal + Customer) (00:18:49 – 00:24:23)

• Internal status alerts: Notify teams when key events occur (e.g., a repair job created from a maintenance issue). (00:19:56 – 00:22:09)

• Customer notifications: Triggered by status updates (e.g., “Job scheduled,” “On my way”). Bulk status updates can send pre-scheduled approvals efficiently. (00:23:16 – 00:24:23)

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Email Deliverability & Text Messaging (00:25:45 – 00:26:45)

• Email to spam? Ensure email verification is properly configured in Zuper.

• Recommendation: Prefer text messaging (SMS) for higher engagement. Assistance is available for SMS verification/authorization setup.

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Bulk Actions & Checklist Caveats (00:28:42 – 00:29:50)

• Bulk update multiple job statuses to save time.

• Important: Bulk updates bypass checklists—and checklists often drive recurring jobs and update asset data. For jobs requiring checklists, update manually to preserve automations.

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Checklists & Asset Integration (00:31:06 – 00:32:07)

• Trigger checklists at specific statuses; mark fields (e.g., photos) as required.

• Map checklist fields to asset attributes (e.g., auto-update “last oil change” when the checklist is submitted).

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Service Call History & Asset Updates (00:35:18)

• Completed checklist data automatically updates the most recent service info on the asset—reducing manual entry and keeping recurring maintenance fields current.

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Automating Annual Service After Install (00:37:31)

• Today: Configure a notification to prompt staff to create next year’s maintenance job after an install is completed.

• Future: Full automation is feasible but may require additional development.

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Suggested Next Steps (generalized)

• Resolve messaging issues: Verify email domain in Zuper and complete SMS registration/authorization to improve deliverability and engagement.

• Set up a reminder: Create a post-installation notification that emails the responsible coordinator to add the annual maintenance job for the following year.

• Publish assets: Upload the meeting recording to the knowledge base and include the link in the follow-up recap email.

• Interim workflow: Until full automation is live, manually add the annual service for each new installation as part of close-out.

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Key Takeaways

• Categories + status types = clean dispatching and filtering.

• Dependent statuses and geofencing enforce quality and data integrity.

• Checklists power automations (recurrence, asset updates); don’t bypass them with bulk actions when they’re required.

• Verified email + SMS = reliable customer communications.

• Use notifications now; consider full automation later for annual service creation.