Read the words instead
0:00 Booking a job over the phone. Everything goes in one form: the customer, the bin, the dates and how they're paying. The job lands straight on your schedule. We'll go through every part of the page.
0:15 Press New Booking, at the top of the menu on the left. You can also get here from Add job on your Home page.
0:24 Across the top are the four kinds of job. Standard hire delivers a bin and picks it up later. Changeover swaps a full bin for an empty one at the same site. Relocate moves a bin that's already out. And Pickup books the pickup of a bin that's already out. This video covers a standard hire. Changeovers have their own video.
0:48 Start with the customer's name. If they've booked with you before, they'll come up underneath as you type. Pick them, and their phone, email, address and last site fill in for you.
1:01 Then their phone number. The name and phone are the only customer details you have to fill in.
1:09 Email is optional. Add it if you'll be sending them an invoice or a receipt.
1:15 Their address and suburb are where the customer lives or has their office. That's not always where the bin goes. That comes next.
1:25 Main contact is the person who answers this number, if that's not the customer. Site contact is who the driver should ring on the day, like a site manager. Press Add a site contact to save a new one, with their name, phone and role, without leaving the booking.
1:43 Now the site address, where the bin is going. Start typing, and pick the right one from the suggestions, so the driver's map lands in the right spot. If it's the same as their address, tick Same as their address. And if they've booked at more than one site before, a list of their sites lets you pick one.
2:03 Unit or factory is for things like Factory 3 or Unit 12. The suburb fills itself in from the address.
2:13 Choose the bin size, then the waste type, like general, green waste or heavy.
2:21 Bin placement tells the driver where to put it. The driveway, the front yard, the nature strip, or on the road.
2:30 Once there's a size and a suburb, the price fills itself in from your price list, and the line underneath shows which zone it came from. To charge something different, just type over it. The automatic price stays shown underneath, so you can see the difference.
2:48 Some businesses also see a tick here to create a draft invoice in Xero at the same time.
2:55 Then how they're paying. Card or cash on delivery, card or cash on pickup, invoice, account, or other. The line underneath says exactly what the driver will be told.
3:09 Pick the delivery date. If you've switched on the availability check in Settings, a busy day or a size you're out of shows a warning here, sometimes with a button to jump to the next free day. It warns you. It never stops you.
3:27 If the customer wants a time, type it in the time box, like seven thirty, or before ten. Tick FT if it's a time you've promised them. It then shows as a fixed time on Dispatch and on the driver's phone.
3:43 You can choose the delivery driver now, or leave it unassigned and sort it out on Dispatch later.
3:51 The pickup date, time and driver work the same way. The pickup date is optional. Leave it blank if the customer will ring when the bin's full. It won't let you put a pickup before the delivery.
4:04 If a date lands on a Saturday or Sunday, you'll see a warning, in case that was a slip.
4:11 Booking more than one bin for the same customer and site? Press Add another bin. Each one gets its own size, waste, dates, driver and price.
4:23 If the bin is going on the road, open Council permit, and add the council, the permit number and the fee.
4:32 Some businesses can also book the changeovers ahead from here, including ones that repeat every week. Those are in the changeover video.
4:42 Then there are two notes. Driver notes show on the driver's phone, so put gate codes, where to park, or a dog on site there. Office notes are never shown to the driver. Use them for anything internal.
4:57 At the bottom, the booking summary reads it all back. The customer, the site, the bin, the delivery and pickup with how many days that is, the payment, and the price. If anything you need is missing, it's listed under Still needed. Change price takes you back up to the price box.
5:19 Press Create booking. A green box confirms it, and the form clears, ready for the next call. If you ever want to start again, Clear empties the form.
5:31 And if the customer would rather book themselves, use Send them your booking link at the very bottom. Send it by text or email from your own phone, or copy the link.
5:43 That's a job booked. Next, turning a website enquiry into a job.
