Verify nine field service settings before the next shift: GPS arrival, window style, checklist gates, role access, and file limits.
Key takeaways
- ServiceTitan marks a technician as Arrived automatically when they are within 125 meters of the service location if Arrive by GPS is enabled, according to ServiceTitan.
- In weak signal areas, GPS falls back to cell triangulation which is accurate within approximately 500 meters, according to ServiceTitan.
- Jobber offers a style where the arrival window starts at the scheduled start time, such as 9AM, according to Jobber.
- Jobber also provides a style where the arrival window centers around the job's start time, according to Jobber.
- File attachments are limited to 3 MB for each file unless an administrator changes the limit, according to Microsoft.
The following section defines the scope of the nine specific settings. It introduces the primary next action for verifying current software configurations.
How to configure arrival windows and mandatory checklists
Standardizing arrival logs and safety checks requires configuring specific platform settings. Housecall Pro recommends using custom checklists to ensure the right steps are followed on every job, according to Housecall Pro. This baseline supports the broader goal of consistent site coordination. The nine settings cover GPS triggers, window calculations, and access controls. Each setting addresses a distinct part of the job workflow. You must verify these configurations against your specific site logistics. The goal is to eliminate ambiguity in how crews log arrival. It also ensures pre-task safety checks are completed before work starts. The settings are distinct and must be configured individually. Do not assume one platform's default applies to another. This verification step prevents misalignment between digital records and physical site conditions. The configuration process involves navigating specific admin panels. Each platform handles arrival windows and checklists differently. You need to identify the correct settings for your chosen tool. The focus here is on the specific configuration steps and data limits. These limits define how the software records crew presence. They also define how mandatory tasks are enforced. The nine items are: GPS arrival trigger, cell triangulation fallback, mandatory arrival form, window start style, window center style, default window scope, checklist completion gate, checklist role access, and file attachment limit. Each item requires specific attention during setup. The next section summarizes the critical differences between platforms.
A filled reference table for platform settings
The following table summarizes the nine configuration settings across the four platforms. Each cell contains only the specific rule stated by that publisher's documentation.
| Publisher | Setting | Rule |
|---|---|---|
| ServiceTitan | GPS trigger | 125 meters |
| ServiceTitan | Fallback | ~500 meters |
| ServiceTitan | Arrival form | In the Field Mobile App, required arrival forms must be completed before you can proceed with the job |
| Jobber | Window start | Start at scheduled time |
| Jobber | Window center | Center around start time |
| Jobber | Default scope | Your default arrival window will apply to all jobs that are active, including action required, requires invoicing, or late statuses |
| Housecall Pro | Checklist gate | Required items block finish |
| Housecall Pro | Role access | Admins, Office Staff, Field Techs |
| Microsoft | File limit | 3 MB for each file |
Housecall Pro requires that checklists with required items, indicated by a red asterisk, be completed before the job or estimate can be marked as finished, according to Housecall Pro. Once added, the checklist can be viewed and updated by Admins, Office Staff, and Field Techs assigned to the job or estimate, according to Housecall Pro. Microsoft Dynamics 365 Field Service limits file attachments to 3 MB for each file, unless an administrator changes the limit, according to Microsoft.
Defining the GPS arrival trigger and fallback
The "Arrive Prepared at Every Job" documentation describes a geofence trigger that automatically marks a technician as "Arrived" when their GPS enters 125m of the job site, according to ServiceTitan. If the Arrive by GPS feature is enabled, the system marks the user as Arrived when they are within 125 meters of the service location, according to ServiceTitan. This automatic marking relies on the device's location services to detect proximity to the designated job coordinates.
In areas where the satellite signal is weak, the positioning method changes. GPS falls back to cell triangulation, which is accurate within ~500 meters, according to ServiceTitan. The accuracy range for this cell-based method is broader than the primary GPS trigger.
When configuring your site logistics, verify that your crew's devices support these location services. Confirm that the 125-meter trigger aligns with your typical site boundaries. If your job sites are in dense urban canyons or underground parking, account for the ~500-meter accuracy of the cell triangulation fallback.
Choosing the arrival window calculation style
Jobber offers two distinct calculation styles for defining arrival windows, both located within the Work Settings area of the settings menu, which contains settings for quotes, jobs, invoices, and statements, according to Jobber. The first style is "Add window after start time," where a job with a scheduled start time at 9AM will have the arrival window start at 9AM, according to Jobber. The second style is "Center window after start time," where the arrival window will center around the job's start time, according to Jobber.
The choice between these styles affects how the window boundaries align with the scheduled start. Under the "Add window after start time" style, the window extends forward from the start time. Jobber provides a specific calculation example for the centering style: a job with an arrival window of two hours and a start time at 9AM would have an arrival window from 8AM until 10AM, according to Jobber. This example illustrates how the centering style distributes the window duration equally before and after the scheduled start time.
If your site coordination does not require automatic arrival windows for every job, Jobber allows you to disable this feature globally. To turn arrival windows off, navigate to the Gear Icon > Settings > Work Settings and set the arrival window default to "none," according to Jobber. Setting the default to "none" will turn arrival windows off for all jobs, according to Jobber. This global setting provides a quick way to standardize the absence of arrival windows across your entire job list if your crews rely on manual check-in or other coordination methods.
Setting mandatory checklist completion gates
Housecall Pro defines the completion gate through required items. In their system, checklists with required items, indicated by a red asterisk (*), must be completed before the job or estimate can be marked as finished according to Housecall Pro. This rule creates a hard stop in the workflow; the job status cannot change to finished until every item marked with the asterisk is addressed. The red asterisk serves as the visual indicator for these mandatory steps.
The platform also supports automatic insertion of these checklists. If checklists are set up to be auto-added, they will show up within the checklist section of the job after the job is created and saved according to Housecall Pro. This automation removes the need for the dispatcher or technician to manually attach the correct checklist to every new job record. The checklist appears in the designated section after the job is created and saved.
The red asterisk identifies which specific steps are non-negotiable for completion. The system prevents a job from being closed out if these marked items remain unchecked. See the Construction Daily Log Checklist for Supervisors.
Managing role access and file limits
Role access controls who can interact with mandatory checklists once they are attached to a job. In Housecall Pro, the "Checklists Overview" documentation specifies that once added, the checklist can be viewed and updated by Admins, Office Staff, and Field Techs assigned to the job or estimate Housecall Pro. When configuring your site coordination workflow, verify that your crew members hold the correct role designation to ensure they can complete their pre-task safety checks without requiring administrative intervention for every entry. See the New worker safety instruction record: 4 checks.
File attachment limits affect how much documentation a technician can upload directly to a job record. According to Microsoft, file attachments in Dynamics 365 Field Service inspections are limited to 3 MB for each file, unless an administrator changes the limit. This constraint applies to individual files rather than the total job record, meaning you can upload multiple photos or documents as long as each file remains under the 3 MB threshold. If your site logs require high-resolution images or detailed video evidence for safety compliance, confirm whether the standard limit accommodates your file sizes or if an administrator must adjust the setting. See the Weekly safety inspection log: 8 checks to record.
To standardize your site coordination, review the role assignments for your field technicians and office staff to confirm they align with the access levels required for checklist completion. Additionally, test the file upload process with typical documentation sizes to determine if the 3 MB file limit in Microsoft Dynamics 365 Field Service requires administrative adjustment for your specific record-keeping needs.
Illustrative example: one job window
Take one job with a start at 9AM and a window of two hours. The style that starts at the scheduled time begins at 9AM. The centered style runs from 8AM until 10AM. The tighter mark is 125 meters, and the weak-signal figure is approximately 500 meters. A 3 MB file sits on the file limit here. These figures are illustrative.
Verify your current software settings to confirm the GPS arrival distance and arrival window style match your site logistics.
FAQ: how to set up arrival windows and job checklists in field service software
What is the default GPS distance for marking arrival?
The system automatically marks you as Arrived when you are within 125 meters of the service location when Arrive by GPS is enabled, according to ServiceTitan.
Which arrival window style centers around the start time?
The "Center window after start time" style centers the arrival window around the job's start time, according to Jobber.
Who can update a checklist once it is added to a job?
Once a checklist is added, it can be viewed and updated by Admins, Office Staff, and Field Techs assigned to the job or estimate, according to Housecall Pro.
What is the default file size limit for attachments?
This 3 MB threshold applies to the standard configuration for file uploads within the inspection records.
Does the default arrival window apply to late jobs?
The default arrival window applies to all jobs that are active, including those in action required, requires invoicing, or late statuses, according to Jobber. This scope ensures the window logic remains consistent across these specific active job states.