Toolfy Jobs feature review

Toolfy Jobs is the dispatch command center for 1–10 person service teams. This deep dive shows how the board, calendar, filters, and APIs fit together so you can quote, schedule, and complete work without spreadsheets.

1. Workspace layout

• Header & summary: see total jobs, filtered counts, and quick stats (e.g., “Showing 12 of 57 jobs”). When filters change, the summary calls that out (“matching your filters”).
• Dual views: toggle between list and calendar. List view emphasizes columns (Customer, Date/Time, Status, Assignee, Priority). Calendar view stacks technicians/unassigned lanes so you can drag jobs to a new day/time.
• Plan-aware saved views: Today, Tomorrow, This Week, Unassigned, Completed presets ship by default. Team plan users can save up to 12 custom views (filters + sorts) per org; Solo plan shows an upsell alert instead.

2. Filtering, search, and quick actions

| Control | What it does | Why it matters | | --- | --- | --- | | Search bar | Debounced search hits /api/jobs?search=Boiler | Instantly find a job by name, address, or note. | | Status chips | Toggle Scheduled, In Progress, Awaiting Parts, Done, etc. | Build quick focus queues without opening filters. | | Assignee filters | “All, Assigned, Unassigned” + individual tech filters | Keep each tech’s workload balanced. | | Advanced filters | Status multiselect, assignee dropdown, date range picker | Stack multiple criteria before saving a view. | | Clear buttons | Reset search or filters with one click | Return to the baseline board fast. |

3. Job records & editing

• Standard fields: title, customer, address, date, arrival window, duration, status, assignee, priority, and notes. Toolfy sanitizes inputs and enforces enums for status/priority so data stays clean.
• Inline menu: edit, duplicate, convert to invoice, change status, or delete—available per row or from the calendar card.
• Create modal: New Job opens a modal where you choose customer, job type, crew size, and checklists. Submitting calls POST /api/jobs (idempotent when Idempotency-Key is present) and refreshes the board.
• Bulk actions: select multiple rows to assign a crew, update status, or delete. Toolfy posts to POST /api/jobs/bulk and shows rate-limit headers so you know when to slow down.

4. Calendar & routing helpers

• Drag + drop: move a job to another technician lane or timeslot. Toolfy sends PUT /api/jobs/:id with updated date, time, and assignee_id, then refreshes the list view so both stay in sync.
• Quick create slots: click an empty slot to open the create modal prefilled with that time/assignee.
• Visible range sync: when you navigate weeks, Toolfy updates start/end query params so list exports and saved views stay aligned with what you’re seeing.
• Unassigned lane: hold jobs there until you drag them onto a tech—perfect for last-minute callouts.

5. Reminders & workflows

• Status-driven workflows: hooking automated reminders to job status means you can text “On our way” when a job flips to dispatched, or trigger deposit reminders when a job returns to awaiting_parts.
• Checklist enforcement: each job type can load a Toolfy checklist (safety, parts, photos). Completion state shows directly in the job drawer so supervisors know what’s missing.
• Docs & media: attach files/photos to jobs; they propagate to customer records and future invoices automatically.

6. Reporting & exports

• Pagination meta: the API returns pagination.total, limit, offset, has_more; UI shows “Page N of M” and disables Prev/Next at edges.
• CSV/QuickBooks: export filtered job lists to share with subcontractors or import into other systems.
• Dashboard widgets: the main dashboard uses /api/jobs filters to show Jobs Today, Jobs Tomorrow, and other scheduling KPIs.

7. API coverage

| Action | Endpoint | Notes | | --- | --- | --- | | List jobs | GET /api/jobs | Accepts search, status, assigneeId, start, end, sort, direction, page, pageSize. Requires x-org-id. | | Create job | POST /api/jobs | Idempotent; rejects mismatched totals, unauthorized orgs, or missing fields. | | Update job | PUT /api/jobs/:id | Partial updates for status, schedule, assignee, notes, custom fields. | | Bulk updates | POST /api/jobs/bulk | Assign, change status, or delete batches with rate limiting + idempotency. | | Status endpoint | PATCH /api/jobs/:id/status | Dedicated route when you just need to move a job through the workflow. |

Auth matches the rest of Toolfy: Supabase session cookies or PATs with jobs:read / jobs:write. Every request logs org_id, user_id, and optional x-agent for observability.

8. Safety, rate limits, and telemetry

• Org scoping: /api/jobs never leaks other orgs—wrong x-org-id yields 404.
• Rate limits: bulk operations and writes return 429 plus X-RateLimit-* headers if you hammer the API. Ideal for MCP tools so they can back off gracefully.
• Idempotency: create + bulk endpoints require Idempotency-Key when called by PATs, preventing duplicate jobs when automated workflows retry.
• Logs & Sentry: every action includes structured logs + Sentry tags (route, method, org_id, user_id, x-agent).

9. Quick start setup

1. Import customers so jobs auto-link to contact history.
2. Add technicians with working hours; unassigned lane is for overflow but scheduling shines when every tech has a profile.
3. Define statuses you’ll actually use (e.g., scheduled, in_progress, awaiting_parts, done). Archive unused ones to keep filters tidy.
4. Create saved views for Today, Tomorrow, Weekend, and “Needs Follow-up” so you can triage faster each morning.
5. Automate reminders—e.g., send customers a 24-hour reminder when a job is scheduled or re-scheduled from the calendar.

Want us to clone starter views, filters, or bulk-action templates into your workspace? Email support@toolfy.io and we’ll load them for you.