Adding a Job to a Worksheet
How to send selected jobs onto an existing worksheet or create a new worksheet from the Jobs list.
Adding jobs to a worksheet starts in the Jobs list. Select the jobs you want, open More Actions, and choose Add to Worksheet. From there you can place them onto an existing worksheet or create a new one as part of the same popup.
What the Popup Checks First
- Eligible jobs: Work Planner separates the selected jobs into jobs it can add now and jobs it has to skip.
- Skipped jobs warning: If a selected job is already on an incomplete worksheet, the popup warns you and leaves that job out of the add.
- Mixed business warning: If the selected jobs span more than one business, the popup explains that you can still choose any active worksheet or choose which business should own a new worksheet.
Select Existing
- Search Worksheets: Use this when there are a lot of open worksheets and you need to narrow them down quickly.
- Worksheet list: Each option shows the worksheet name and, where relevant, the business and created date to help you choose the right one.
- Selection: Click the worksheet you want, then confirm the add.
- Duplicate protection: If the selected worksheet already contains one of those jobs, Work Planner skips that duplicate rather than adding it twice.
Create New
- Worksheet Name: This defaults to today's date, which is often enough for daily worksheets. Change it if you use a naming pattern with routes, teams, or areas.
- Business: This appears when the selected jobs span more than one business. Choose which business should own the new worksheet.
- Assigned Team Member: Use this when the worksheet should belong to a particular person from the start. If there is only one available user, Work Planner can fill that automatically. It only shows if your role can assign worksheets. Without that, the new worksheet is left unassigned, or is yours if you only see your own worksheets.
- Vehicle: The van the new worksheet goes out in. It starts on the van the assigned team member drives, with Their usual vehicle underneath, and follows them if you change who it's for, until you pick a van yourself. Choose No vehicle if it isn't going out in one. It shows when the business has vehicles and your role can see them. When the selected jobs span more than one business, it waits until you've chosen the Business, as each van belongs to one business. Adding jobs to an existing worksheet leaves its van as it is.
When Someone Is Off
The popup checks the days the selected jobs are due against your team's availability, with overdue jobs counted as today. Anyone who's off on one of those days is marked in the people list, such as Off Thu 13 Mar. When the person you pick, or the person an existing worksheet belongs to, is off, the popup says which days and why, and it names any bank holidays among them. It's only a warning: you can still add the jobs.
In the same way, when the vehicle a new worksheet goes out in is booked off the road on one of those days, the popup says so under Vehicle, for example Van 2 is off the road on Fri 23 Oct (MOT). You can still put the work on it.
What Happens After Confirm
- Worksheet items are created: Eligible jobs are added as worksheet items on the chosen worksheet.
- Jobs list updates: The jobs now show their current worksheet in the Jobs list, so you can see straight away that they are already assigned.
- Order on the worksheet: New jobs are appended in the order they are added, ready for later route ordering or worksheet adjustments.
Related articles
- Jobs List: This is where you make the selection before opening the popup.
- Worksheet Notes and Follow-On Notes: Useful when you want to understand which job instructions will follow into operational work.
- Bulk Edit Popup: Helpful when the jobs need the same cleanup before being assigned to a worksheet.
- Creating a Job from the Dashboard: Useful when the right job does not exist yet and needs to be created first.
- Team Availability: Where you see who's off and book their time off.