Job Book

Job Book

To use the HireTrack System, there are a few basic terms with which you will need to be familiar. The first is a Job. A Job is a specific client event. A job can have multiple equipment lists and multiple crew and transport requests.

An example would be an event for Microsoft Corporation that runs from July 15-20, 2001. This event may have a general session and 5 breakout rooms. Each room could be an equipment list, with their own dates and statuses within the same job. Another example would be a Rock & Roll Tour that runs for two years, but may have several legs with months off in between when the equipment may be available for rental.
An easy way to remember the structure of a job is to think of an organizational chart:

There are usually two kinds of actual Jobs:

those that you are told about in advance for which you can plan

those that just 'turn up'.

The Job Book contains all the information regarding individual Jobs. It is where you

allocate equipment to the Job

record Invoices and Purchase Orders for that Job

where you keep your Job Notes.

request Crew and Transport in the Job Book

The Job Book consists of several pages. You might need to use only two pages for one Job, and all of them for another. The pages are:

General (Client names and addresses; contacts; job dates; status; job type, number and title)

Documents (quotes, correspondences and other paperwork)

Equipment Lists (including Subhires)

Invoices raised against the Job

Purchase Orders raised against the Job

Attachments (graphics and other OLE objects)

Transport Requests

Crew Requests

Notes (for printing on the job sheet)

Diary for this Job

E-mail correspondence for this Job

You will probably know about most of your Jobs in advance. This means you are able to plan for effective use of your stock. For example, you will know if you are going to run out of 200W amps and need to Subhire some for a while, and you can allocate the Subhired equipment to the shortest Jobs.

Job Status
Getting the Status right is important. The Status of a Job is separate from the Status of its Equipment Lists. HireTrack utilizes four system Status levels, but you may add other statuses as needed:

Quote - Level 1

Provisional H/P (H/P = Heavy Pencil) - Level 2

Confirmed - Level 3

Active (equipment for the job is going/has gone out) - Level 4

The Status of a Job is significant, because people or trucks that have been allocated to a Job with a status of Quote or Provisional Job will appear as available on the Crew Lists when you are putting together a new Job. Crew allocated to a Confirmed or Active Job are shown as unavailable for other jobs. The same is true of equipment lists, but since equipment lists have their own status levels, the status level of the job does not impact equipment availability.

Equipment List Status
A Job's Equipment List Status can also have one of the four system Statuses as well as any statuses that you may have created. There are several ways to change the equipment list status, including:

Right clicking the equipment list status on the Equipment List page of the Job Book.

Changing the status while editing an equipment list.

Changing the Job Status, where you will then be prompted to change the status of each equipment list.

It is extremely important that users change the status of an equipment list from confirmed to active once the equipment goes out as this will affect the reliability of the availability checking.

Hire Dates
Getting the correct rental dates and time is critical. HireTrack schedules equipment down to the minute so make sure you have the correct information because these times will affect the availability of your stock.
HireTrack can warn you of conflicts with existing Jobs; it can show you where Equipment and Crew are; it can tell you if something will be available at a particular time in the future: but only if you enter dates accurately and as early as you can. Make sure the dates cover the whole period, especially if equipment is going out over several days or weeks, or if you have to subhire.