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Before-You-Roll Intake Checklist (Access + Photos)

IntakeAccessPhotos

A checklist to complete before leaving for a job so you don't show up to wrong addresses, locked gates, or missing parts. Covers customer info, access and parking, job scope, and reviewing any photos the customer sent.

For teams arriving at jobs only to find access issues, wrong addresses, or missing information that could have been confirmed by phone or text first.

Next: Use it on every job for one week; then decide if you need intake forms or FSM fields that enforce these before dispatch.

Copy/paste template

Before-You-Roll Intake Checklist (Access + Photos)

  • - Before-You-Roll Intake Checklist
  • -
  • - Customer info:
  • - - [ ] Address confirmed and correct
  • - - [ ] Contact phone number confirmed
  • - - [ ] Access instructions (gate code, door code, key location)
  • - - [ ] Parking instructions (where to park, restrictions)
  • -
  • - Job details:
  • - - [ ] Job type confirmed (install/repair/maintenance)
  • - - [ ] Scope confirmed (what's included, what's not)
  • - - [ ] Parts/materials confirmed ready
  • - - [ ] Special instructions noted (pets, access, timing)
  • -
  • - Photos (if available):
  • - - [ ] Customer photos of issue reviewed
  • - - [ ] Site photos reviewed (if available)

How to customize

Replace placeholders:

  • [Name] → Customer or tech name
  • [time] → Arrival time (e.g., "2:00 PM" or "in 30 minutes")
  • [link] → Job link or tracking URL

Avoid these mistakes:

  • Don't use overly aggressive language (e.g., "URGENT: Payment due now!")
  • Don't use confusing abbreviations or jargon
  • Don't make promises you can't keep (e.g., "We'll be there in 10 minutes" if it's not realistic)

How to use it

  1. Complete this checklist before the tech leaves for the job so nothing is left to chance.
  2. Confirm address and access instructions with the customer if anything is unclear (gate code, key location, parking).
  3. Review any customer photos of the issue if they sent them so the tech knows what to expect.
  4. Confirm parts and materials are ready before leaving so you're not driving to a job without the right part.
  5. Store the checklist with the job record so dispatch and the tech both have the same info.

Common tweaks

  • Add a line for trip fee or minimum charge if you use them so the customer isn't surprised.
  • Add a line for customer preferences (contact method, best time to call) so the tech doesn't call at the wrong time.
  • Add a line for special tools or equipment needed so the right truck goes to the job.
  • Add a line for customer history (repeat customer, past issues) when it affects how you prep.
Back to Scheduling Mess hub

Related guides

Guides that help with this pain:

Scheduling Chaos? A Simple System for 1-5 TechsDrive Time Reduction: Intake Fields That Matter

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