Operatives use job sheets to record every task within Onetrace. These sheets pull information directly from your forms, which you can customise to suit your specific project or the type of work you’re doing.
Job sheets attach to a specific location, you build a complete history of work over time. This means anyone working at that location can look back at previous job sheets—whether they were completed by themselves or a colleague—to see exactly what has been done.
To start recording work, make sure you’ve set up forms within your project. You can do this by copying them from the library or building a new one from scratch. Once a visit or job is scheduled, operatives can start a job sheet using either the mobile app or the web platform.
💡 To create Job Sheets, you will first need to schedule a visit or a Job.
Create a Job Sheet in the mobile app
How to create a Job Sheet in the mobile app:
To begin, you will need to start a job. You have three ways to get going:
Start from a visit: Select an assigned visit from the top of your mobile homepage and tap Start visit to begin your timesheet and add a job.
Start from an assigned job: Find scheduled jobs in the Coming up section of your homepage, select the project name, and tap Start job.
Create a new job: If you have the right permissions, tap the Plus button in the top-right corner to start your own job.
Once the job is ready, you can create a job sheet in two ways:
Plus button: Tap the Plus button in the middle of your screen for your first job sheet, or use the Plus button in the top-right corner.
Scan a QR code: If your company uses QR codes, scan the code to create a job sheet for that location instantly.
If your admin has assigned documents for you to sign, you must complete these before creating a job sheet. You'll then choose a form to work from, though your admin might have already selected this for you.
Next, select a location. Your admin may have already assigned this in your to-do list—we recommend checking there before creating a new location. If no locations are listed, you can create one:
Drawings: If the project uses drawings, drop a pin to mark your location.
No drawings: If there are no drawings, create a new location and add descriptors at the top of the job sheet.
After selecting a location from your to-do list, review the confirmation page. Here you can check location details and view any existing job sheets attached to it. Tap Select location.
Once confirmed, you'll see the job sheet summary showing your form and location. Tap Create job sheet and begin recording your work. You can switch between the Job sheet and Location tabs to see your current work or previous records for that spot.
When you're finished, tap Submit in the top-right corner. You'll head back to the jobs page, where you can tap the Plus button on the right to add more job sheets.
Copy a Job Sheet in the mobile app
To save time and reduce manual data entry on site, you can copy information from your existing job sheets into a new one. To keep your records accurate, only specific fields are carried over—like text, numbers, selections, and solutions or materials. This ensures that new photos and essential compliance fields, such as signatures and member declarations, remain unique to the current location and task.
You can copy from any job sheet you’ve worked on personally, or from those where you’ve taken ownership from another operative.
How to copy a job sheet in the mobile app:
To start, make sure you’re inside the specific job. Follow the standard steps to create and submit your first job sheet. Once you’ve submitted it, you’ll head back to the jobs screen where your new sheet will appear.
To copy the job sheet, tap the three dots next to the submitted job sheet and select Copy job sheet.
Select a location from your to-do list or create a new one. We recommend checking your to-do list first to see if the location already exists.
If you choose from the to-do list, you’ll see the location overview. Here you can check previous job sheets and other related info for that spot.
You’ll then see a summary page to preview the data you’re carrying over. If everything looks right, tap Create copy.
Fill in any required fields and submit the job sheet to finish.
⚠️ You will not be able to copy a job sheet that is made from an archived form.
💡 What is the difference between copy job sheet and remember previous entry?
Remember previous entry
If you’re using the same form repeatedly, this feature pulls data from your most recently created job sheet. It only applies to fields where the setting is enabled on the form. Supported field types include:
Text
Number
Yes/No
Date & time
Single select (dropdown)
Multi select (checklist)
Conditional fields
This feature always looks for the most recent job sheet of the same form within the same job.
Copy job sheet
You can copy data from any existing job sheet, regardless of when it was created. This method automatically transfers data without needing to enable settings at the form level. It works for the following fields:
Text
Number
Yes/No
Date & time
Single select (dropdown)
Multi select (checklist)
Conditional fields
Materials
Solutions
Note: This does not apply to compliance—ready fields such as photos and signatures.
Create a Job Sheet on the web
How to create a job sheet on the web:
To get started, head to the project where you want to add job sheets.
From the Jobs tab, select the arrow next to Schedule a job and choose Start job online from the dropdown menu.
Once the job is set up, you can start adding your job sheets.
A modal will appear prompting you to add a sheet.
Select whether you’re adding a job sheet to a new location or picking one from the to-do list. We recommend checking the to-do list first to see if the location already exists.
If you’re using drawings, you can switch between blocks and levels to find the right spot. If not, simply select from the location list.
Select your location and tap Finish. Fill in the required fields and tap Submit to complete the sheet.