Take a request and book an assessment

A request is someone asking for work: a lead, an inquiry, a call about a gutter repair. Requests keeps them all in one list, wherever they came from. From a request you book a site visit (an assessment), then make the quote, or skip the quote and go straight to a job.

Who can do it

Owners, admins, office staff and estimators whose role includes Quotes and sales can log requests, book assessments and make quotes from them. Crew leads can open Requests and look, but not change anything. Field crew only see the requests whose assessment they’re on. See What each role can see and do.

Where requests come from

• Your booking forms, built in Settings → Online booking and put on your website or shared as a link. See Put a booking form on your website.
• Your website’s own contact form, pointed at Crewtavo with Website Forms.
• The Client Hub (your clients’ portal), where a client chooses Request work. See The Client Hub.
• Referrals, and requests an AI assistant logs for you.
• Ones you log yourself, from a phone call, an email, or someone who flags you down on a job.

Under each request’s title, the list says where it came from: Booking form, Website form, Client Hub, Phone, Email, In person, Referral or AI assistant.

The office gets a notification for each new request from a booking form, a website form, the Client Hub or a referral (“New request from …”). That’s one of your starter automations, so you can change who gets it or turn it off.

Log a request from a call or an email

1. Open Requests and choose New request. You can also pick Request in the sidebar’s Create menu, or choose New request on a client’s page.
2. Under Client, search by name, email or phone. For someone new, type their name and choose Create “…” as a new client. They’re added as a lead.
3. Pick the Property, or No specific property.
4. Fill in What do they need? (like “Driveway estimate”) and anything else under Details.
5. Under How did it come in?, pick Phone, Email or In person.
6. Choose Create request.

A client you just added has no address yet. Add one on their page, then pick it with ⋯ then Edit request, so you can measure the property and the crew knows where the assessment is. See Add clients and properties.

Find a request

The tabs along the top of Requests sort them by where they are:

Tab	What’s in it
Open	Everything you haven’t quoted, converted or archived yet. This is where you start.
New	Nobody has booked an assessment yet.
Assessments	An assessment is booked (Assessment booked) or done (Assessment done).
Quoted or converted	You’ve made a quote from it, or turned it into a job.
Archived	Requests you’ve put away.

Search by the client’s name or the request’s number. A new request that’s been sitting for more than two days says Waiting over 2 days in red, and the request itself says “Waiting over two days.” at the top. Get back to those first.

What’s on a request

• What they asked for: the details, and the answers to your booking form’s questions.
• Plans and files: photos and plans the client sent, and any you add. Drag files onto the card or choose Add files. They carry over to the quote you make from the request, or to the job. See Upload and manage plans for a job.
• Assessments: the site visits booked for it.
• Quotes: any quotes made from it, with their status.
• On the side: the client’s contact details, the Property, when it was Received (and through which form), any Promo code they entered, and, if you count your website’s visits with Website analytics, where they Came from.

To change the title, the details or the property, open the ⋯ menu and choose Edit request. A request can’t be moved to another client.

Book an assessment

An assessment is a visit to look at the job and measure it before you price it.

1. On the request, choose Schedule assessment (or Schedule beside Assessments).
2. In Schedule an assessment, set the Date, Starts and Ends, or turn on Anytime that day. Find a time suggests open slots in the next week.
3. Pick the Crew and the People going, and add Instructions for the crew if they need them.
4. Choose Schedule.

The request moves to Assessment booked, and the visit shows on the schedule and on the assigned people’s My day. Click an assessment on the request to change or delete it. For running the schedule, see Run the schedule day to day.

Mark the assessment done

When you’ve been out, choose Mark assessment done under Assessments. The request moves to Assessment done, ready to quote.

Note

Finishing the assessment visit on the schedule doesn’t change the request by itself. Choose Mark assessment done on the request, or just make the quote: that moves it along too.

Measure the property

Choose ⋯ then Measure on the map to outline the lawn, roof or driveway on the aerial. It’s there once the request has a property. The measurement is saved with the request and goes onto the quote you make from it, ready to fill in quantities. See Measure a yard or a roof.

Make the quote

Choose Create quote. Crewtavo starts a draft quote for the same client and property, titled like the request, at your usual sales tax, and opens it. The request moves to Quoted. Any measurement made from the request moves onto the quote, and so do its files.

Then add the lines and send it: see Create and send a quote.

You can make more than one quote from the same request, like a repair and a replacement: choose Create quote again.

Tip

A quote made this way doesn’t get a Valid until date. Set one on the quote before you send it if you want it to expire.

Skip the quote and make a job

For work you’ll do without a quote, like a repeat client’s small repair, choose ⋯ then Convert straight to a job. Crewtavo makes a job for the same client and property, with the request’s details as the job’s instructions and its files on the job, and opens it. The request moves to Converted. The job starts with no line items: add them on the job. See Create a job or recurring service.

Archive, reopen or delete a request

• Archive request, in the ⋯ menu, puts away a request you won’t follow up on, like spam or someone who went elsewhere. It moves to the Archived tab.
• Reopen request, on an archived one, brings it back as New.
• Delete request removes it for good, with its assessments: “Its assessments are deleted too. This can’t be undone.” It’s only there while no quote has been made from the request. Once there is one, archive it instead.

On the Sales board, dropping a request on Drop here to mark archived archives it too.

If something’s off

There’s no Schedule assessment or Create quote button. Your role doesn’t include Quotes and sales, or the request is converted or archived. Reopen an archived one first.

Measure on the map isn’t in the menu. The request has no property. Choose Edit request and pick one, or add an address to the client first.

The same person shows up as two clients. A booking form finds a client you already have by their email or phone. If they typed ones you don’t have for them, they come in as a new lead. See Put a booking form on your website for what to do.