Job Forms & Customer Sign-off¶

Job forms are checklists your technicians fill in on the job: pass or fail checks, readings, notes, photos and signatures. A form can attach itself to new jobs automatically, and a form marked required has to be submitted before the job can be completed.

Build a form¶

Owners and Managers build forms on the Job Forms page. Select Job Forms in the side menu, under Operations.

1. Click New form and give it a name.
2. Add items. Each item has a label and an answer type:
   • Pass / fail (with a "not applicable" choice)
   • Text, Number (with an optional acceptable range and unit), Date
   • Choice (you list the options)
   • Photo (the technician picks a photo already uploaded to the job)
   • Signature (signed by the customer or by the technician)
3. Tick Required on the items that must be answered before the form can be submitted.
4. Click Save form.

Editing a form later never changes forms already on jobs. Each job keeps the version it started with.

Attach forms automatically¶

After a form is saved, the editor shows Attach automatically. Add a rule to choose when the form is added to a new job:

Each rule is either Required to complete or optional. If you change a rule from optional to Required to complete, the form becomes required on open jobs that already have it but haven't submitted it yet. Submitted forms and finished jobs stay as they were.

A new rule also reaches work that already exists. The form is added in the background to every open job of that type, oldest first (usually within minutes; a very large backlog takes longer), and to the open sub-jobs of work orders created from that template. A sub-job you add by hand to a work order created from a template gets that template's forms straight away. Completed, cancelled and declined jobs are left as they are. Removing a rule, or switching the form off, stops it being added from then on, but forms already on jobs stay where they are. Work orders created from a template before October 2026 are not matched to that template.

Require a customer signature¶

Turn on Require customer signature to complete at the top of the Job Forms page. FSM Navigator creates an editable Customer sign-off form the first time you turn it on and adds it, as a required form, to every new job.

If the customer refuses to sign or is not there, the technician chooses Signature not collected and records the reason. That counts as an answer, so the job can still be completed.

Fill in forms on a job¶

Open the job and choose the Forms tab.

• Answers save as soon as you change them. A number outside its acceptable range is flagged.
• To sign, click Collect customer signature, enter the signer's full name, and draw the signature — or choose Type name to type it instead. The customer sees the agreement sentence before signing.
• Click Submit form when every required item is answered. A submitted form is locked.
• Owners, managers and dispatchers can Reopen a submitted form, with a reason.

Technicians see and fill in forms only on jobs assigned to them.

Completing a job with required forms¶

If a required form is not submitted, Mark Complete is refused and the forms that are still open are listed. An owner or manager can tick Complete without the required forms and give a reason; the override is recorded in the audit log. Technicians cannot override.

If your plan changes¶

If your subscription moves to the Free plan, existing forms stay visible but read-only, and required forms no longer block completion.