A Work is a service appointment — the primary unit of field operations in BeanRails. Every job dispatched to a technician is a work.
The Works list
Go to Works in the main navigation. The list defaults to today's date.
Date filter
Use the quick buttons — Yesterday, Today, Tomorrow, This Month, Last Month — or pick a custom range with the date picker.
Status summary cards
Coloured cards at the top of the page show how many works fall into each status for the current filter. Click a card to filter the list to that status.
Filters
Click Filters to expand additional filter options:
| Filter | Description |
|---|---|
| Status | Filter by one or more work statuses |
| Contact | Filter by linked contact |
| Vehicle | Filter by assigned vehicle |
| Zone | Filter by service zone |
| Assigned User | Filter by the user assigned to the contact |
| Group | Filter by contact group |
| Renewal | Show only works flagged as the last in a contract cycle |
| Reattempt | Show only works that have been reattempted |
Active filters appear as chips below the filter bar. Click the × on a chip to remove it.
Creating a work
Click + New Work to open the work form.
Required fields
| Field | Notes |
|---|---|
| Work Date | Date the work is scheduled |
| Attention | Contact person name at the site |
| Address | Service address (Address Line 1 required) |
Optional fields
| Field | Notes |
|---|---|
| Work Number | Auto-generated if your team has auto-numbering enabled; otherwise enter manually |
| Service Type | Service Report (default) or Inspection Report |
| Contact | Link to an existing contact |
| Primary Vehicle | The main vehicle/technician assigned |
| Additional Vehicles | Assign secondary vehicles to the same work |
| Zone | Service zone |
| Time Window | Earliest and latest time the technician should arrive (e.g. 09:00 – 12:00) |
| Email / Mobile / Office No. | Contact details for the site |
| Company Name | Company at the site |
| Address Line 2 / City / State / Country / Postcode | Full address |
| Instructions | Notes visible to the technician in the mobile app |
| Tracking Code | Optional reference code |
Work items
Add items to the work order — materials, parts, or tasks:
| Column | Notes |
|---|---|
| Name | Required |
| SKU | Optional product code |
| Description | Optional details |
| Quantity | Numeric |
| Unit of Measure | e.g. pcs, hrs, kg |
Click Add Item to add more rows. To pre-fill items from your product inventory, click Select from Inventory.
Custom fields
Your team may have configured up to 10 custom fields on works. These appear below the standard fields.
Click Save to create the work. The assigned technician sees it immediately in the mobile app.
Work statuses
| Status | Meaning |
|---|---|
| New | Created, no vehicle assigned yet |
| Assigned | A vehicle/technician has been assigned |
| In Progress | Technician has marked themselves as heading to or arrived at the site |
| Completed | Technician submitted the work (proof of delivery accepted) |
| Failed | Technician submitted the work but it was marked as failed |
| Cancelled | Work was cancelled |
Tip
Completed and failed works can be restarted. From the work row's action menu, click Restart Work to move the work back to Assigned (or New if no vehicle is set).
Work row actions
Click the ⋮ menu on any work row to access:
| Action | Description |
|---|---|
| View Map | Open the work location on a map; manually adjust coordinates if needed |
| Schedule Work | Create a new follow-up work (one-time or recurring) |
| Assign Vehicle | Quickly assign or reassign the primary vehicle |
| Duplicate Work | Copy this work as a new work |
| Create Invoice | Generate an invoice from this work (visible only if no invoice is linked) |
| Link to Invoice | Link the work to an existing invoice |
| Unlink Invoice | Remove the invoice link |
| Restart Work | Reopen a completed, failed, or cancelled work |
| Cancel Work | Set the work to Cancelled |
| Delete Work | Soft-delete the work |
Scheduling works (one-time and recurring)
The Schedule Work action (from the row menu or the Schedule button in the toolbar) lets you generate one or more works from a template:
- Select One-Time or Recurring.
- For Recurring, choose:
- Recurring Type: Daily, Weekly, Monthly, or Yearly
- Every: interval (e.g. every 2 weeks)
- Number of Times: how many works to generate (max 100)
- Set the Start Date.
- Alternatively, use Custom Dates to pick specific dates instead of a recurrence pattern.
The works are generated immediately, each pre-filled with the source work's details.
Works that belong to a schedule series show a schedule reference chip in the works table. Click the chip to filter the list and show all works in that same series. Click it again to clear the filter.
Editing a work
Click a work row (or the work number) to open it in the edit form. The same fields as creation are available, plus:
- Submissions tab — visible when the technician has submitted proof of delivery
- Milestones tab — a timeline of key status changes
- Events tab — a full audit log of every change made to the work
Warning
If your team has disabled editing of completed works, saving changes will be blocked. An admin can enable this under Settings → Team Settings.
Submissions (proof of delivery)
When a technician completes a work, they submit a proof of delivery (POD) from the mobile app. This may include:
- Photos — one or more site photos
- Customer signature — drawn on-screen or uploaded from the gallery (if enabled)
- Witness signature — a second signature (if required by team settings)
- Driver signature — the technician's pre-configured signature
- Work item quantities — updated quantities for each line item
- Notes / remarks — free-text completion notes
View submissions under the Submissions tab inside the work. Click any submission to open it.
Each submission card has two action buttons:
| Button | Description |
|---|---|
| Download PDF | Download the service report PDF for that submission |
| Send Notification | Manually re-send the work status notification (email and WhatsApp) to the contact for that submission |
Linking works to invoices
A work can be linked to one invoice. Linking does not automatically create the invoice — it records a reference so you can see on the works list which works are billed.
To link: use Link to Invoice from the row menu and search for the invoice.
To unlink: use Unlink Invoice from the row menu.
To create a fresh invoice from a work, use Create Invoice (available when no invoice is already linked).
Unpaid invoice filter
The Filters panel includes a Has Unpaid Invoice filter (accessible via the filter dropdown) to surface completed works that still have an unpaid or partially paid invoice.
Bulk operations
Select multiple works using the checkboxes, then use the toolbar buttons:
| Action | Description |
|---|---|
| Bulk Update | Update a field (date, vehicle, zone, service type, etc.) across all selected works at once |
| Bulk Update Items | Replace the work items on all selected works with a new set of items |
| Delete | Soft-delete all selected works |
Exporting works
Use the Export dropdown in the toolbar:
| Export | Output |
|---|---|
| Export Works | CSV of all visible works (or selected rows) |
| Export Submissions | CSV of proof-of-delivery records for the filtered works |
| Export Runsheet | PDF runsheet (daily dispatch summary) for the current filter |
Exports are queued as background jobs. You receive a notification when the file is ready.
Importing works
Click Import to upload a CSV of works. Download the template from the import modal for the correct column format.
Map view
Click View Map from a work's row menu to see its location on an interactive map. You can:
- Search for an address to update the pin
- Drag the pin to adjust the exact coordinates
- Enter latitude and longitude manually
Coordinates are saved back to the work record.
Work history per contact
All works for a contact are visible on the contact's profile page under the Works tab, giving you a full service history per client.
Technician mobile experience
Technicians see and interact with works through the BeanRails mobile app. For the full technician workflow — checking in, marking "Heading to", capturing photos and signatures, submitting work orders — see the Technician Guide.