Job Preferences

Job Preferences allow you to customize workflows in Fyxt to mirror your business processes.

There are two sides to Fyxt's Job Preferences: Global Job Preferences and Local Job Preferences. 

1. Global Job Preferences are where you set the standards which automatically get applied to Jobs as they are created. Use the Global Job Preferences to set the standard for how teams operate. 
2. Local Job Preferences allow the modification of Jobs locally. Use Local Job Preferences to reference applied rules, or adjust them to fit unique circumstances. 

The ability to manage Job Preferences are governed by Permissions in your User Role.

1. Manage Job Preferences allows the modification of Global Preferences. Users without this permission can view applied Global Preferences but make no changes. 
2. Override Job Preferences allows users to modify Local Preferences as needed. Users without this permission can view applied Local Preferences within Jobs but cannot make changes. 

Managing Job Preferences

 

 

While within the Global Job Preferences, you can either Manage Job Preferences or Manage Auto Approvals. 

The Preferences you can customize are

1. Require Bids: Bids will be required on all jobs assigned to a Vendor. You can customize the number of required Bids, as well as the Service Types & Categories of Jobs the requirement applies to. For example, you may want to require 3 bids on all HVAC Replacement Jobs. 
2. Suggest Site Visit: Site Visits will be requested from Vendors for all jobs.
3. Request Photo Verification upon Job Completion: Completion photos will be requested when updating Status to Complete.
4. Notify Tenant of Job Creation: Tenants will be notified of Jobs created for their leased locations.
5. Permission to Enter Property: Engineers and Vendors will be informed that permission to enter a property has been granted.
6. Disable Tenant Notifications: Tenants will not receive any Job notifications.
7. Require a Timesheet on Jobs with Engineers Assigned: At least one submitted timesheet will be required on Jobs with Engineers assigned. You may apply this requirement when marking status as Complete and/or Closed.
8. Approve Engineer Timesheets Before Completion: All engineer timesheet submissions must be either approved or rejected prior to updating the Job Status to. You may apply this requirement when marking status as Complete and/or Closed. 
9. Approve Material Submissions Before Completion: All material submissions must be either approved or rejected prior to updating the Job Status. You may apply this requirement when marking status as Complete and/or Closed. 
10. Assign Managers to Jobs Before Completion: Managers must be assigned to Jobs before updating the Job Status. You may apply this requirement when marking status as Complete and/or Closed. 
11. Assign Engineers to Jobs Before Completion: Engineers must be assigned to Jobs before updating the Job Status. You may apply this requirement when marking status as Complete and/or Closed. 
12. Vendors Added to Jobs Must be Complaint: When enabled, this Preference limits Vendor Companies available for Job Assignment to only Compliant Vendors. 
13. Enable Target Costs: When enabled, Jobs and Planned Services will display values for Target Cost. These values can be preset by applying a single Target Cost to all Jobs, or by customizing the value in Jobs by a combination of Property, Service Type, or Category. 
14. Make Target Costs Visible: When enabled, the Target Cost of a Job will also be communicated to Vendors as an NTE (not to exceed) limit. 
15. Restrict Vendors From Uploading Invoices which Exceed the Target Cost value: When enabled, Vendors will be restricted from submitting invoices exceeding a Job's Target Cost, UNLESS a Bid exceeding the Target Cost has already been approved. Managers can upload invoices without restriction.
16. Require Attachments on Submitted Job Costs: All Bid, Change Order, Invoice, and Purchase Order submissions will require file attachments.
17. Require Vendors Complete all Checklists Before Invoicing or Completing a Job:  Vendors will be prevented from invoicing and marking work complete until all Checklists are complete. This restriction will not apply to Managers.
18. Restrict Vendor Cost Submissions: Choose whether to restrict vendors from submitting various Job Costs. 

 

Auto-Approvals

 

You can enable Auto-Approvals to automate administrative tasks. These include

1. Auto-Approval for Vendors in Planned Service Jobs: The assigned Vendor of a Planned Service will have their Status defaulted to “Approved to Work”, and will notifications enabled.
2. Auto-Approve Jobs requested from Tenants: All requests from tenants will be automatically approved.

 

Scope & Instruction Templates

 

 

Scope & Instruction Templates make it easy to communicate work requirements to vendors in a clear, consistent format. These templates help management companies streamline vendor coordination, ensuring that specific processes are followed and property needs are addressed every time.

Each template includes:

• Title – A clear label for the type of service (e.g., Building Safety Inspection, Landscaping).

• Scope – A summary of the work to be completed.

• Instructions – Step-by-step details to guide the vendor on how the work should be carried out.

• File Attachments – The option to include reference documents, checklists, or site maps for additional context.

 

Service Agreements

 

Service Agreements provide a standardized way to formalize contracts between management and vendors. By managing service agreements directly in the system, property managers can ensure consistency, reduce risk, and maintain clear documentation with vendors.

Management can configure Service Agreements with the following options:

• Include Scope & Instructions – Automatically append the agreed-upon scope and instructions to the executed agreement, ensuring vendors have clear guidance.

• Include Job Information – Attach job-specific details to the agreement for added clarity.

• Include PM Signature – Require a management signature in addition to the vendor’s.

• Include Bids – Add the vendor’s submitted bid file as an addendum to the final agreement.

 

Email Workflows

 

 

Email Workflows make it easy for management to automate the delivery of key financial documents: approved Invoices and Purchase Orders. Each email includes a system-generated cover sheet along with the attached document, ensuring vendors and stakeholders receive complete, consistent communication.

With Email Workflows, users can:

• Automate Delivery – Send invoices or purchase orders automatically once approved.

• Customize Recipients – Add any number of emails to a workflow, tailoring delivery to vendors, owners, or internal teams.

• Group by Property – Select properties individually or add entire Property Groups, making it simple to distribute documents across all assets managed for the same owner.

• Standardize Communication – Ensure that every outgoing document includes the correct cover sheet and attachments without manual effort.

 

Managing Local Job Preferences within Jobs

 

Within Jobs, opening the Preferences modal allows you to override any Global Preferences.