Manage Schedules

• Log on to Chillhub App
• Navigate the Sales Order page by selecting Menu → Scheduling
• The following options are located on the toolbar
  • Search: Allows you to search for specific data
  • Refresh: Updates the current view by reloading the data
  • Export to Excel: Enables exporting the current view data to an Excel file.
  • New: Creates a new entry or record in the system.
    • New Appointment: Schedule a new job.
    • New Daily Note: Add a daily note for reference
• Additional Filter and Navigation :
  • : Jump to a specific date.
  • : Move to the previous week (desktop) or previous day (mobile).
  • : Move to the next week (desktop) or next day (mobile).
  • Date : Shows the selected weekly range (desktop) or a single date (mobile).
  • Filter by Team : Narrow down schedules based on selected assigned teams (and team categories).
    
  • Show Free Slots: Displays the available time slots of the selected teams on the calendar.
    
  • More actions:
    • Customer Form : Generate a self-filled form for customers to submit their details.
    • Open Requests : View incoming customer form submissions.
      • A badge indicates the number of open submissions.
      • Take one of the following actions on open requests:
        • Schedule
        • Creating invoice
        • Create sales order
        • Create quotation
        • Saving customer details.
• Views Tab:
  • Calendar: Displays scheduled jobs in a weekly calendar view (desktop) or a daily calendar view (mobile).
    
    • Total: Shows the total amount to be received or earned for the selected day. (Hidden from users without Invoice access)
    • Notes: Displays daily notes for quick reference.
    • Events:
      • Display time as Planned or Actual (Planned), completion status (✔), customer name, address, and contact details.
      • : Indicates that the job has one or more attachments.
      • Event color is determined by the assigned team color configured in user settings.
    • Clicking on an event or note opens a context menu with the following options:
      • : View and modify job or note details.
      • : Remove the job or note details.
      • : Opens a menu with additional options
        • Copy: Create a copy of an existing job or note.
          Notes: Amount will not be copied over
        • : Repeat: Create a recurring schedule based on the selected job or note.
    • Schedule a new job by clicking or dragging in an empty time slot in the calendar area.
    • Add new notes by clicking an empty space in the “Notes” section for the selected day.
  • List: Presents scheduled jobs and daily notes in a structured data table format.
    
    • : Expand row to view more details.
    • : View and modify job or note details. (Mobile View: expand row to access)
    • : Remove the job or note details.
    • : Opens a menu with additional options
      • Copy: Create a copy of an existing job or note.
        Notes: Amount will not be copied over
      • : Repeat: Create a recurring schedule based on the selected job or note.
    • Status: Shows the current status of the scheduled job (e.g., Pending, Completed, Cancelled)
      • Pending: The scheduled job is awaiting completion.
      • Started: The scheduled job is currently in progress.
      • Completed: The scheduled job has been successfully completed.
      • Cancelled: The scheduled job has been canceled.
    • Date: Date of the job appointment
    • Customer: The name of the customer associated with the scheduled job.
    • Address: The location where the job will take place.
    • City: The city of the job location.
    • Contact No.: The customer's contact number.
    • Terms: The payment terms agreed with the customer.
    • External Code: External reference code used to link this customer to an external accounting system.
    • Team: The assigned team responsible for the job.
    • Employee: The employee assigned to the job.
    • Tasks: The list of specific tasks to be performed.
    • From: The Planned or Actual (Planned) starting time of the job.
    • To: The Planned or Actual (Planned) ending time of the job.
    • Invoice No.: The invoice number linked to this job.
    • Sales Order No.: The sales order number associated with this job.
    • Delivery Order No.: The delivery order number linked to this job.
    • Job Completion Note No.: The job completion note number linked to this job.
    • Amount: The total amount expected to be received or earned from the job. (Hidden from users without Invoice access)
    • Remark: Any additional notes or comments related to the job.
    • Attachment: Specifies whether the job has one or more attached files.

1. From Scheduling Page: Click the New button or selecting time slots in calendar area to create a new job appointment. To modify an existing sales order, click the Edit icon on the corresponding row in the data table or events in the calendar view.
2. From Sales Order/Invoice Page: On the data table row, click the Options button to open a menu, then select Schedule to create or modify the corresponding scheduled job.
   • Customer information: The customer details from the sales order will be copied over.
     • If the job details differ from the billing information, update them accordingly.
   • Invoice No. and Sales Order No.: These will be copied over automatically.
     • By default, Auto Link Amount is enabled, and the Amount to Receive will match the invoice amount (or sales order amount).
     • If the amount to receive on the scheduled date is different, uncheck Auto Link Amount and enter the correct amount manually.
   • Delivery Order No.: If a delivery note exists with a matching delivery date, it will be automatically linked to the scheduled job.
   • Job Completion Note No.: If a job completion note exists with a matching service date, it will be automatically linked to the scheduled job.

Job Appointment Form

• Status: Shows the current status of the scheduled job (e.g., Pending, Completed, Cancelled)
• Date: Date of the job appointment
• Planned:
  • From: The planned start time of the job.
  • To: The planned end time of the job.
  • : Opens a calendar popup to view existing scheduled time slots, allowing users to select and apply an available time.
    
• Actual:
  • From: The actual start time of the job.
  • To: The actual end time of the job.
• Industry Filter: Used to filter task selection
• Tasks: Select one or multiple tasks to be performed.
• Team: The assigned team responsible for the job.
• Employee: The employee assigned to the job.
• Customer
  • Billing: The customer's billing information, used for invoicing
    • : Opens the AI Extract Profile dialog to automatically populate customer information using AI.

      AI Extract Profile

      
      

      • Paste Text: Paste unstructured text (e.g. an email signature, business card text, or free-form notes) into the text box, then click Extract.
      • Paste Image: Paste a screenshot or copied image (e.g. from a chat app or email) directly into the text box using Ctrl+V — useful when the customer's information is shared as a picture rather than text.
      • Upload File: Upload an image or PDF (e.g. a business card, letterhead, or invoice). PDFs longer than 5 pages will prompt you to select a page range.
      • Use Camera: Capture a photo directly using your device's camera (e.g. to scan a physical business card).
      • AI will identify and extract fields such as Name, Contact No., Person in Charge, Email, ID Type & No., Tax Identification No., SST Registration No., and Address (including Postcode, City, State, Country).
      • Note: To use AI Extract Profile, make sure to activate the AI Productivity add-on in your subscription. Each text request, image, or PDF page costs 1 credit. Your current usage and remaining free balance are always visible at the top of this dialog.
    • : Scan Taxpayer QR code from MyInvois App to automatically populate customer information.
      • Visit User Guide on How to generate Taxpayer QR Code in MyInvois App
    • Customer: The name of the customer to whom the invoice is issued.
    • Contact No.: The contact number for the billing customer.
      • : Click to open WhatsApp chat with the customer.
    • Person in Charge: The main contact person at the billing customer’s company.
    • Email Address: The billing customer's email address.
    • Individual/Company Toggle: A button to switch between Individual and Company modes, ensuring only the relevant customer information is displayed.
    • ID Type: The type of identification used, such as NRIC, BRN (Business Registration Number), Passport No., or Army ID.
    • ID No.: The customer identification number corresponding to the selected ID type.
      Note: For BRN, use the new format (e.g., 202001234567).
    • SST Reg. No.: The Sales and Services Tax (SST) registration number of the customer (Only required for SST-registrant)
      E.g. A01-2345-67891012
    • Tax Identification No.: Tax Identification Number (TIN) of the customer. Company TIN is mandatory, while the Default TIN can be used for individuals.
      E.g. C2584563222
      • : Retrieve Tax Identification Number (TIN) from the MyInvois System using the corresponding ID Number (e.g., NRIC, BRN).
    • Use Default TIN: Use EI00000000010 as Tax Identification Number.
    • Address: Billing address of the customer
      • : Click to open the location in Google Maps.
    • Postcode: Billing postcode of the customer
    • City: Billing city of the customer
    • State: Billing state of the customer
    • Country: Billing country of the customer
    • Terms: The payment terms agreed with the customer (Configure options at Settings → Terms)
    • External Code: External reference code used to link this customer to an external accounting system.
      • Only available when integration with an external accounting system is enabled. Please contact Chillhub for more information.
      • Select «New» to automatically create a new customer record in the external accounting system.
      • A Default Debtor Code can be configured in the system settings and selected for general or walk-in customers.
    • Clear all button: Reset all entered customer billing info and start fresh.
  • Delivery: The customer's delivery information, used for shipping or service (Only required to fill in the fields differ from billing info)
    • Different from billing info: Enable this option if any customer's delivery details are not the same as their billing information.
    • : Opens the AI Extract Profile dialog to automatically populate customer information using AI.

      AI Extract Profile

      
      

      • Paste Text: Paste unstructured text (e.g. an email signature, business card text, or free-form notes) into the text box, then click Extract.
      • Paste Image: Paste a screenshot or copied image (e.g. from a chat app or email) directly into the text box using Ctrl+V — useful when the customer's information is shared as a picture rather than text.
      • Upload File: Upload an image or PDF (e.g. a business card, letterhead, or invoice). PDFs longer than 5 pages will prompt you to select a page range.
      • Use Camera: Capture a photo directly using your device's camera (e.g. to scan a physical business card).
      • AI will identify and extract fields such as Name, Contact No., Person in Charge, Email, ID Type & No., Tax Identification No., SST Registration No., and Address (including Postcode, City, State, Country).
      • Note: To use AI Extract Profile, make sure to activate the AI Productivity add-on in your subscription. Each text request, image, or PDF page costs 1 credit. Your current usage and remaining free balance are always visible at the top of this dialog.
    • Customer: The name of the customer to whom goods and services are delivered.
    • Contact No.: The contact number for the delivery customer.
      • : Click to open WhatsApp chat with the customer.
    • Person in Charge: The main contact person at the delivery customer’s company.
    • Email Address: The delivery customer's email address.
    • Address: Delivery address of the customer
      • : Click to open the location in Google Maps.
    • Postcode: Delivery postcode of the customer
    • City: Delivery city of the customer
    • State: Delivery state of the customer
    • Country: Delivery country of the customer
    • Clear all button: Reset all entered customer delivery info and start fresh.
• More Information
  • Sales Order No.: The sales order number linked to the job. (Auto populated if job is scheduled from sales order)
    • Create/Edit Sales Order: Open sales order form to create/edit a sales order linked to the job. (Customer details will be copied as billing information)
  • Invoice No.: The invoice number linked to the job. (Auto populated if job is scheduled from invoice)
    • Create/Edit Invoice: Open invoice form to create/edit a invoice linked to the job. (Customer details will be copied as billing information)
  • Amount to Receive: The total amount expected to be received or earned from the job.
    • Auto Link Amount: Automatically links the invoice or sales order amount as the Amount to Receive.
    • (Hidden from users without Invoice access)
  • Delivery Note No: The delivery note associated to the job.
    • Automatically populated if a delivery note exists from the associated invoice or sales order with a matching delivery date.
    • View Document: Opens the delivery note for viewing and allows the customer to sign digitally.
  • Job Completion Note No: The job completion note associated to the job.
    • Automatically populated if a job completion note exists from the associated invoice or sales order with a matching service date.
    • : Create a job completion note in the associated invoice or sales order.
    • : Edit the job completion note in the associated invoice or sales order.
    • View Document: Opens the job completion note for viewing and allows the customer to sign digitally.
• Remark: Any additional notes or comments related to the job.

Form Actions

• Save & Close: Save and close the form
  • Save as Pending: Save changes while keeping the job in pending status.
  • Save as Started: Save changes and mark the job as started.
  • Save and Complete: Save changes and mark the job as completed.
  • Save and Cancel: Save changes and cancel the job.
• Save & Continue: Save and leave the form open
  • Save as Pending: Save changes while keeping the job in pending status.
  • Save as Started: Save changes and mark the job as started.
  • Save and Complete: Save changes and mark the job as completed.
  • Save and Cancel: Save changes and cancel the job.
• Upload Media: Upload photos or files related to the job. (e.g. site photos, documents, or supporting images)

Daily Note Form

• Date: The date associated with the daily note.
• Remark: Notes or comments for reference on the selected date.

Recurrence Form

• Start Date: The start date of the recurrence. Default: Uses the selected job’s appointment date.
• End Date: The end date of the recurrence. Note: The recurrence period cannot exceed one year.
• Frequency: Defines how often the job is repeated. Choose from:
  • Daily – The job repeats every day.
  • Weekly – The job repeats on selected days of the week.
    • Weekday toggle buttons will be displayed for selection.
  • Monthly – The job repeats on selected days of the month.
    • Day-of-month toggle buttons will be displayed for selection.
• Every: Specifies the interval between recurrences based on the selected frequency. Example: Every 2 weeks, Every 3 months.
• Generate Jobs: Generates job instances based on the defined recurrence rules and displays them in the preview table.
• Generated Jobs Preview: (Note that some of these columns may be hidden in the row details)
  • : Expand row to view more details.
  • : Modify job or note details
  • : Remove the job or note from the generated list.
  • Submit status: Indicates the submission state of each generated job.
    • Unmodified: The job has not been edited since generation.
    • Pending: The job is pending submission.
    • Success: The job was successfully created/updated.
    • Error: The job failed to be created due to an error.
  • Date: Date of the job appointment
  • Team: The assigned team responsible for the job.
  • Remark: Any additional notes or comments related to the job.
  • Attachment: Specifies whether the job has one or more attached files.
  • Submit error: Displays the error message if job submission fails.
  • From: The Planned or Actual (Planned) starting time of the job.
  • To: The Planned or Actual (Planned) ending time of the job.
  • Tasks: The list of tasks to be performed for the job.
• Save: Button to create or update the jobs displayed in the preview table.