FEATURES

Features

Sign In/Out Safety Check

Staff, Contractors & Visitors can sign in and be briefed with safety information. See who is On Farm at any time and ensure they have left safely when expected


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Health & Safety

Policy, Procedures, Documents and Maps can all be stored and accessed. H&S issues, incidents and Hazards can all be managed also.


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Noticeboard

Now everyone has access to a noticeboard which can include images, video links and any message that is of interest to those on the farm.


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Job Planning

Use our pre-built or create your own reusable job templates to plan upcoming work. They can be simple or detailed and hold as much info as your staff need to get the JobDone.


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Job Scheduling

Assign work to staff when you need it done or even set recurring tasks which auto-create and assign themselves based on your daily, weekly, monthly or annual schedule.


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Job Details

Each job can have specific steps you want followed and staff can respond accordingly. Time can be recorded against estimated to encourage continual improvement.



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Notifications

Keeps everyone up to speed of what work is being assigned, started, running late or completed. Email escalations can ensure no job gets forgotten.



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Reporting

There are a stack of reports available which can be customised based on selecting filters such as job, assignee, date range, type of work, status or priority. Reports/jobs can be exported for emailing or printing.


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Timesheets

Timesheets can be created and filled in daily simply by pushing a button when you start work, take a break or finish for the day. Once submitted to the Manager and approved they can be exported to your payroll system.


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JobDone is packed full of features and will continue to grow in capability as we get your suggestions. There are already more coming and we look forward to letting you know about them soon.



Health & Safety

 

 

 

Policy, Procedures, Documents and Maps can all be stored and accessed. H&S issues, incidents and Hazards can all be managed also.

Health & Safety can be incorporated into all aspects of JobDone and accessed by all users on their mobile:

  • Staff/visitor sign in/out register
  • Electronic farm inductions with audit-able hazard acknowledgments
  • Creation and management of issues, hazards and incidents
  • Automatic task generation based on scheduled events such as machinery and equipment maintenance schedules
  • Step by step prompting and acknowledgement of wearing appropriate PPE and other safety precautions when undertaking risk associated work
  • Storage of chemicals & dangerous goods as a hazard with each item holding relevant details such as MSDS, first aid, emergency plan, location details, etc.
  • Farm audits and safety inspections can be automatically generated and allocated to appropriate staff to complete
  • Training - new staff can be inducted and assigned training tasks to ensure competency before undertaking particular work. This could also include auto-generation of CPR refresher quiz, etc.

Noticeboard

 

 

 
Now everyone has access to a noticeboard which can include images, videos, links and any message that is of interest to those on the farm.

A bit like a Farm Facebook feed but with more capability. Simply used you can enter some text and post it and all users will see the post ie. Fence broken in paddock 3. It will show who posted it and when. If you want you can include videos & photos taken from your phone and even add a link to a website such as YouTube, Facebook, etc.

Notices can be set to appear immediately or scheduled to appear and disappear as required. There are a variety of actions that can be set with a notice also:

  • Can Dismiss - If set, this means that once you have read the notice you can dismiss it from your own noticeboard. Doing this means your noticeboard only shows relevant content for you yet the notice still appears on other users noticeboards until they choose to dismiss it.
  • Must Acknowledge - If set, this means that the notice is available to all users as well as visitors and contractors using the check in system. The notice will pop up when checking in and visitors will need to click acknowledge to continue signing in. This is particularly handy for informing people coming on to the farm of new risks or hazards.
  • Health & Safety Issue - You can create a notice to warn others about a hazard and it can automatically create a Health & Safety Issue. This means the Farm Manager can then categorise the issue as a hazard or otherwise, select the significance and create tasks for staff in order to Isolate, Minimise or Eliminate the issue. The Hazard can then be effectively recorded as current until resolved.

Job Planning

 

 

 
Use our pre-built or create your own job templates to plan upcoming work. They can be simple or detailed and hold as much info as your staff need to get the JobDone.

There are a bunch of job templates set up in different categories of work such as Animal Husbandry, Land Management, Maintenance, Training, Fencing, Calving & Milking. You can delete any you don't need and create new categories for what you do. This will make reporting easier when you are trying to understand what farming activities require the most effort.

Job Templates can be very simple, a small description of what you want done perhaps with an attachment to show how to do it. Alternatively, you can create your own custom job templates which provide step by step instructions along with safety checks, images, videos and any other attachments. As staff complete work they can tick checkboxes for each item completed or perhaps answer Yes/No or any other preset responses that you require. They can type in text responses, even take a video of what they have completed or perhaps just take an audio recording stating what they have done. Its over to you and what you find is best for your farm and staff. Once you have learnt all the controls (job fields) that are available when setting up job templates you will be amazed at what you can create.

Planning work is as simple as selecting a template and describing what needs doing. Then you can leave it in a work folder to assign to staff when you are ready. By doing this you won't forget about upcoming work that needs doing - you just check the folder.

Job Scheduling

 

 

 
Assign work to staff when you need it done or even set recurring tasks which auto-create and assign themselves based on your daily, weekly, monthly or annual schedule.

Once a job is created you can select from all staff who you would like to complete the task and when (if it needs to be done in a certain timeframe). Once assigned it then appears on the staff members mobile. If you assign a whole bunch of jobs to someone they appear in the order you would like them completed. Staff can view what needs to be done today, tomorrow or just view all assigned work.

You can also set up jobs as recurring which means you don't need to think about creating them each time the task is required. An example of this could be a monthly maintenance check for the tractor. You can set in the template how often the job is created and have it automatically assign to a particular staff member. As you standardise and automate the creation of jobs you will free up time to focus on more important things.

You can also see how many jobs are progressing and the ones that are not. The job dashboard shows work folders each showing how many jobs are:

  • Created to be assigned to someone at a later date
  • Jobs that have been assigned to staff members and now appear on their mobiles
  • Jobs that have been started i.e. In Progress
  • Jobs that are completed and require your review
  • Jobs that are completed ready to be closed.
  • Jobs that have been rejected. There are reasons staff can select for rejecting work such as: on leave, poor weather, delayed, require equipment & require training. They can also type in a box to let you know why the job was rejected.

Job Details

 

 

 
Each job can have specific steps you want followed and staff can respond accordingly. Time can be recorded against expectation to encourage continual improvement.

Job templates can be set up with limited or as much detail that is required for the task. The structure of a job template starts with basic details such as job name, description, estimated time to complete, required by date and priority. For simple jobs you can just say what needs doing in the description and assign it to someone. This makes it very quick and easy to assign work to staff.

When you want to create more instructions, steps, checks, record resources used and perhaps even capture images and video on the farm, you can set up the template with any number and type of control fields. These fields consist of boxes to enter text, tick a checkbox, select an option, pick from a drop list, collect a signature, capture a photo or video or answer yes/no, etc. Once you have set up a template you simply keep re-using it for any future work of that type. That way staff don't forget important steps or to use safety gear because its already covered in the job details. Also you consistently get the feedback from staff of what they actually did to complete the job. This is particularly important when you want to record the amount of feed used or perhaps when spraying. If you are running out of supplies such as detergent, staff can let you know to reorder and send it back to you.

Notifications

 

 

 
Keeps everyone up to speed of what work is being assigned, started, running late or completed. Email escalations ensures no job gets forgotten.

There are a number of different notifications that appear depending on what is occurring in JobDone.

For the Admin user, they flash up on screen whenever a status changes such as job is started, job completed, timesheet submitted and so on. There is a notifications window which lists all the recent notifications should you miss them flash on screen.

For staff, any notification that concerns the staff member also flashes on screen and can be viewed in their own notification window.

Emails can be sent to notify a recipient that a job is overdue and that action is required.

Reporting

 

 

 
There are a stack of reports available which can be customised based on selecting filters such as job, assignee, date range, type of work, status or priority. Reports/jobs can be exported for emailing or printing.

Individual jobs can be exported as a PDF file which can be emailed or printed. This would be handy if it's a particularly detailed job with a bunch of questions or steps that need to be performed. If a contractor is not a user of JobDone however you still want them to follow the job process you can email the job to them which they can print and complete. They can then send you the completed job which can be recorded in JobDone. We don't expect this should be required much however if a contractor doesn't use a mobile (unlikely) its a handy feature.

Jobs can also be reported for the week, month and so on and selected for report by job name, category who it has been assigned to, by priority, job status and date ranges. That way you can easily view at a glance whats coming, whats underway and whats been completed.

Check In reports can show who has been on farm by a selected date:time period. This can be run for everyone, a particular person, company or user type. This can show who has visited from a company and how much time was spent on the farm. Very handy when reviewing contractor invoices.

Timesheets

 

 

 
Timesheets can be created and filled in daily simply by pushing a button when you start work, take a break or finish for the day. Once submitted to the Manager and approved they can be exported to your payroll system.

There are two options for using timesheets:

1) A simple timesheet function that offers staff the ability on their mobile to create a timesheet, enter start and finish times as well as any breaks taken and submit to manager for approval. Staff can make comments on the timesheet for anything the manager needs to know about. The Manager can then check the details, make comments and approve it for the next pay round. Staff have a complete history of all their timesheets both pending and completed. The Manager can view all staff timesheets and export completed and approved ones to the payroll system.

2) To make this easier for staff we also provide an option of using the check in system which will automatically create the timesheet, record start & finish times and breaks taken throughout the day. At the end of the day they simply click submit timesheet and they are done. No more forgotten start times or how long the break was.

 

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