ServiceTitan Hacks

Running a home service business means juggling a million things at once. From dispatching techs to managing customer inquiries and ordering parts, it’s easy for crucial daily tasks to slip through the cracks. But what if there was a simple, automated system that guaranteed nothing ever got missed again?

I'm excited to share a "life-saving" workflow hack that leverages some affordable, easy-to-use tools to create daily accountability and ensure every essential task is completed. This isn't just about ticking boxes; it's about building a consistent, efficient operation that reduces stress and boosts your bottom line.

Step 1: Create Position-Specific Daily Report Forms

This is the foundation of the system. You'll create a simple digital form for each position in your company. Think about everyone who has daily responsibilities:

• Customer Service Representatives (CSRs)
• Dispatchers
• Technicians
• Office Managers
• Even yourself!
  
  

My go-to tool for this is Jotform (though any user-friendly form software like Google Forms or Typeform will work). Jotform is intuitive and lets you easily add, remove, or modify questions as your daily tasks evolve.

What to include in the form? List out every single critical task that person should complete daily. Be specific!

Example Form: To give you an idea, I've created a basic example of what a form might look like for an office role: https://form.jotform.com/251603827217051

Step 2: Automate Daily Reminders

Once your forms are built, you need to ensure they get filled out. This is where automation comes in. We'll use Zapier (a fantastic automation tool) combined with a text messaging service like Clicksend (or Twilio, MessageMedia, etc.) to send automated reminders.

Here's how to set it up:

1. In Zapier, create a new "Zap."
2. Set the Trigger to be a "Schedule by Zapier" event, recurring daily at a specific time.
3. Set the Action to send an SMS message via Clicksend (or your chosen SMS provider).
4. Configure the message to go to the specific team member's phone number, reminding them to complete their daily report form. Include a direct link to their specific form!

Timing is crucial:

• For office staff, I recommend sending the reminder around 4:00 PM each day. This gives them ample time to complete the form before they wrap up for the day.
• For technicians, you might send it an hour before their typical end-of-day or after what's usually their last job.

Step 3: The "Dynamic Task Management" Superpower

Here’s where this system truly shines and becomes a "life-saving" hack: whenever a new daily task emerges, you simply add it to the relevant position's Jotform!

No more:

• Forgetting to tell someone about a new daily duty.
• Endless email chains trying to remember what everyone needs to do.
• Critical tasks slipping through the cracks because they weren't formally assigned or tracked.

It’s all centralized, tracked, and easily adjustable. This method ensures:

• Accountability: Everyone knows what's expected of them daily.
• Consistency: Tasks are completed uniformly every single day.
• Efficiency: You reduce wasted time chasing down updates or reminding people of tasks.
• Peace of Mind: You'll have a clear record of completed tasks, which can be invaluable for troubleshooting or performance reviews.

Implementing this simple, automated daily report workflow will dramatically improve your operational efficiency and ensure that no essential task is ever overlooked in your home service business.