Job Approval & Scheduling

Category: Operations | Last Updated: February 27, 2026 | Author: May (draft — pending Brian review)

Boards: Leads (7044561862) → Active Jobs (5765387029) Key Groups: Approved Jobs (Leads) → Approved → Job Prep → Field Jobs (Active Jobs)

---

Triggers

This SOP begins when a lead reaches one of these states on the Leads board:

• Status: Portal Approved — customer approved via Customer Portal
• Status: Approved Jobs — customer approved by other means (phone, email, signed document)
• Item is in Approved Jobs group

---

Step 1: Portal Approved → Approved Jobs (if applicable)

• Portal Approved status does not auto-move the item
• PM or office staff reviews portal approval notification
• Verify: Is the approval legitimate? Correct job? Customer identity confirmed?
• Manually change status to Approved Jobs and move to Approved Jobs group
• [QUESTION: Who gets notified of portal approvals? Is there a Monday.com automation that alerts someone?]

---

Step 2: Create Item on Active Jobs Board

[QUESTION: Is this a manual copy/create, or is there a Monday.com automation that mirrors/moves the item from Leads to Active Jobs?]

• Create job item on Active Jobs board (5765387029)
• Set Status: Approved | Group: Approved
• Transfer from Leads record:
  • Customer name, company, email, phone
  • Property address
  • Job type + specialty flags
  • Municipality
  • Estimate file (attach to Estimate column)
  • Notes / legal description
  • Closing date (if applicable)
  • Approval Date: set to today

---

Step 3: Job Number Assignment

• Job # Button column → click Create to trigger job number assignment
• Job number populates Job No. and Job # (searchable) columns
• [QUESTION: Is job number auto-assigned via Monday automation, or manually entered?]

---

Step 4: Job Prep

Status: Ready for Job Prep | Group: Job Prep

Google Drive Setup

• Use Create Google Drive Folder button column
• Set Project Name (for Google Drive) field before clicking
• Note resulting link in Google Drive Link column

File Research (deed, title, prior surveys)

• Files Pulled status: Not Pulled → Working on it → Pulled / No Files Available
• Sources: courthouse records, client-provided documents, county GIS
• Upload obtained files to Pre Job Files column

Scope of Work

• Document scope in Scope of Work (Monday doc column)
• Be specific: what exactly is being surveyed, what deliverable is expected
• Note any special requirements: municipality submission, record map, ALTA table

Clockify Setup

• Set Project Name (Clockify) field for time tracking linkage

---

Step 5: Field Crew Assignment

Status: Field | Group: Field Jobs (or Need to Set Pins for pin jobs)

• Assign Field Assigned: select crew member (Dawson, Jerry, Scottie, Drew, Jaime, Jimmy, Alex, Joseph, Tyler, Bryant, Austin, Ray, Blake, Walter, Scott, Zeb, Brian)
• Set Field Date timeline: start and end date
• For jobs requiring multiple crews: select Multi Crews

Scheduling considerations:

• Check crew availability vs. current workload on Active Jobs board
• Prioritize: Priority: RUSH ⚠️ and Priority: Critical ⚠️ jobs first
• Closing date jobs: field must complete with enough lead time for drafting + delivery
• Pin-setting jobs: move to Need to Set Pins group, Status: Set Pins

[QUESTION: Is scheduling done in Monday.com, or in a separate calendar system? How does crew communicate their schedule?]

---

Step 6: Pre-Field Communication

• Crew receives job assignment — confirm they have:
  • Job number and address
  • Scope of work / what to collect
  • Any special client instructions (customer wants to meet field crew — flag column exists)
  • Closing date (if applicable)
• Check Customer Wants to Meet Field Crew? column — if yes, coordinate timing with client

---

Priority Handling

Priority	Action
RUSH ⚠️	Schedule within [X days] — confirm with PM
Critical ⚠️	Same-day or next-day scheduling
Closing ⚠️	Work backward from closing date — ensure field + drafting complete before closing
ALTA	Confirm ALTA table requirements before field dispatch
Record Map ⚠️	Confirm municipality/county requirements before dispatch

[QUESTION: What are the actual scheduling turnaround expectations per priority level?]

---

Handoff to Field Operations

When item moves to Field Jobs group with crew assigned and date set:

• Field crew is notified (method TBD)
• All prep complete: files pulled, scope documented, address set
• Proceed to Field Operations Workflow SOP

---

Previous step: Lead Intake & Estimating Next step: Field Operations Workflow