In Repair-CRM, a “Job” is a work order that has one main technician (the foreman) and can have multiple additional technicians. Jobs can also be broken down into smaller subtasks, which are helpful for organizing multi-day work, tracking different tasks under one main job, or assigning specific pieces of work to specific technicians.
This guide will show you how to create and manage subtasks, assign them to the correct technicians, and view them in your calendar.
1. Creating a New Job
Navigate to the “Jobs” section in the sidebar.
You will see a list of existing Jobs (Work Orders).
Click “New” button (or “Edit” button if you are editing an existing job) to open the Job Data form.
Fill out the main Job details:
Technician: Select the main technician (foreman).
Extra technicians: Add any additional technicians who might be helping.
Job Type: Choose the type of job from the dropdown (e.g., “QuickFix”).
Date, Start time, End time: Specify the main job’s scheduled date and time.
Topic & Description: Add any title or more details about the overall work order.
Location fields: Fill in the city, state, ZIP, and country as needed.
Note: Only the main technician (foreman) can finalize the entire Job at the end, but all assigned technicians can see the Job details.
2. Adding Subtasks
Scroll to the "Add new Subtask" button, right below Scheduling or “Task date” / “Task Description” section (often labeled “Subtasks,” or you might see a table with existing tasks).
Click on “Add New Subtask.” button. An “Add new task” dialog window will appear.
In the new task dialog:
Extra technicians: Assign one or more of the additional technicians listed, or leave it for the main technician if this subtask is theirs.
Job Type: Optionally choose a job type (e.g., “QuickFix”) for the subtask, which can be the same as the main job or different.
Date, Start time, End time: Specify exactly when this subtask will take place. This allows you to schedule the subtask separately from the main job.
Topic (optional): If you have topics configured, select one that applies to the subtask.
Description: Provide a description of the subtask.
Click Save to finish creating the subtask.
Important: Subtasks can only be assigned to the main technician or the technicians already added under “Extra technicians.” If a name is missing, add that technician as an Extra Technician first.
3. Viewing Subtasks in the Job list or the Calendar
Calendar View: Subtasks will appear in your Repair-CRM calendar just like the main Jobs. This is useful if you have a multi-day job and want to split it into multiple subtasks on different days or assign different subtasks to different crews.
Jobs Tab: You can see at a glance how many subtasks there are for each Job. If there are subtasks, you might see a “+1” or “+2” indicator next to the Job in a list, signaling that more tasks are nested under it. Clicking on it: see below (4.2).
4. Updating Subtask Status and Assignments
From the Jobs list, locate the main Job.
You may see an icon or label indicating the number of subtasks (e.g., “+1 subtask”) next to the Work Order Number: ie: WO/00010.
In the "Tech" column you can also see an indicator: +1 or +3 if additional technicians were assigned.
Click on that subtask indicator to open a quick-view of the subtasks. You can see basic details, but you cannot directly change statuses here.
To edit the subtask or change its status (e.g., from “Open” to “Done” or “Cancel”):
Open the main Job by clicking “Edit” on the Job or Click on the Work Order number.
Scroll down to the subtask list.
In the Status column, click the dropdown (e.g., “Open”) and select the new status. You can also delete a subtask or edit its details (date, time, assigned technician, description, etc.).
Save your changes.
5. Finalizing the Job
Only the main technician can finalize the entire Job by setting it to a final “Done” or “Closed” state (depending on how your organization uses statuses)..
6. Key Points to Remember
One Main Technician + Multiple Additional: A Job always has one primary technician (foreman) and can have any number of additional technicians to help.
Subtasks Appear on the Calendar: Each subtask can have its own date, time, and assigned technician, making it easy to schedule multi-day or multi-crew projects under one main work order.
Editing Subtasks: For deeper changes (like editing the description or reassigning the subtask), you must go into the main Job’s edit screen.
Permissions and Visibility: All assigned technicians (main and extra) can see the Job and its subtasks. However, only the main technician can finalize the job entirely.
Assigning Technicians: You can only assign a subtask to someone who is listed as the main technician or already included in the “Extra Technicians” field of the main Job.
Frequently Asked Questions
Can I assign a subtask to someone who isn’t an “Extra Technician”?
No. If you want to assign a subtask to a particular technician, first add them as an Extra Technician to the main Job, then you can choose them for a subtask.Do subtasks need to have separate time slots from the main job?
Not necessarily. You can overlap times if multiple tasks run simultaneously. However, usually you will schedule subtasks to reflect the actual workflow timeline.Where can I see a summary of all subtasks?
From the Job’s “Task date”/“Task Description” list, or by clicking on the “+1” / “+2” subtask indicator in the main Jobs list. The calendar also shows each subtask as a distinct event.
Conclusion
Subtasks in Repair-CRM give you granular control over a single work order that may span multiple days, tasks, or crews. By assigning the main technician and additional technicians, breaking down tasks into subtasks, and updating statuses in the calendar, you can keep complex projects organized and ensure that everyone involved knows their responsibilities. If you have any further questions, consult our FAQs above or reach out to Support.