Module 2: Foundations - Communication & Job Management

Clear communication starts with choosing the right tool: used well, notes, reminders, and action items give the whole team visibility and clarity without needing to chase information elsewhere. Mobile access helps you stay connected and responsive wherever you are.

This is the 2nd module in the Loop Logics Insurance Foundations course, following Project Setup and Job Fundamentals.

Communication Tools

Adding job notes and using mentions

1. Open the relevant project module for the job, then locate the Notes section on the right-hand side of the screen.
2. In the New Note field, enter your note clearly and professionally. There's a classification tab and a templates tab available. Your note should explain what has happened, what action was taken, or what needs to happen next — for example, after speaking with an insurer and identifying an issue that needs follow-up.
3. To notify another team member, type @ followed by their name in the comment box, select the correct person from the list, and press Enter. This alerts them that they've been mentioned. Mentions are useful when you need someone to review information, complete an action, provide an update, or be made aware of something important — for example, mentioning an estimator if a variation needs review, a project manager if a site issue needs action, or an accounts team member if an invoice or payment matter needs attention.
4. Before saving, check the note is accurate, clear, and directed to the right person if you've used a mention. Save the note — it will appear against the job history so the team can see the update and understand what has occurred.

Sending and receiving emails

1. From the left sidebar, select Email, then New Email. You can write a blank email or use a template.
2. In the To field, you'll see a list of contacts related to the job (client, customer, or allocated trade). Your email signature is generated automatically from your user details, and you can copy others in using CC and BCC.
3. Add your subject, write the email, and format as needed. To attach a photo, select the photo icon in the top right; to attach a document, select the paper icon.
4. Your email is ready to send. You can view it afterwards from the Email tab in the sidebar, or in the project's Communications tab.
5. To send from a template instead: select New Email > New Message from Template, choose a template — this displays the prepared email content — add your recipient in the To field, and send.
6. When an email is received on a job you're allocated to, you'll get a notification under the bell icon in the top right, in the Emails tab. From there you can view, reply, and forward. It's good practice to mark all as read to keep notifications clean.

Using SMS

1. From the left sidebar within the job module, select SMS. You'll see a list of contacts linked to the job: select one, or send to a new recipient (including a custom phone number not in the list).
2. You can use a message template. The recipient can reply directly to your SMS, and you'll be notified under the bell icon, in the SMS tab.
3. SMS history can be viewed in the SMS tab of the sidebar, or in the project's Communications tab.

Task and Workflow management

Creating reminders

1. From the left sidebar within the job module, select Reminders, then New Reminder.
2. Choose a reminder template from the drop-down (for example, Follow-up Appointment Time). In the For field, select the team member the reminder is assigned to.
3. Select the due date: choose a specific date, or use quick options such as today, +1 day, +1 week, or +1 month. The description field populates from the template, but you can edit it if needed.
4. Once the details are correct, select Create. The reminder appears in that team member's reminder list in the notifications section.
5. To update a reminder, select the pen (edit) icon — from here you can change who it's assigned to, the due date, the description, or mark it completed or cancelled. Select Update when finished.
6. Toggle through all closed reminders by selecting the tick beside the New Reminder button.

Using actionable items

1. From the job screen, select the actionable icon in the top-right notifications panel to open the Actionables panel, which displays items requiring your attention: outstanding tasks, updates, reminders, and important project actions.
2. Select an actionable item to open its details: for example, a workflow update linked to the project.

The basics of appointment scheduling

1. From within the job, select the Appointments tab, then New Appointment. Choose the appointment type (for example, Assessment).
2. Select the team member the appointment is assigned to, then choose the appointment date from the calendar and select an available appointment time. Confirm the duration — a buffer can be added to communicate a block of time to the customer in the confirmation SMS or email.
3. Add any instructions or notes relevant to the appointment.
4. Once checked, you can make the appointment tentative or confirm the booking.

The appointment appears in the appointments list for the job and on the calendar for the assigned person. You can open it to view details, and appointments can be confirmed, amended, cancelled, or declined from there. Prior closed appointments are available from the Appointments tab. Always check the assigned person, date, time, and notes before confirming a booking, keeping appointments recorded in Loop helps the team stay aligned and reduces missed communication.

Mobile Overview

Accessing jobs in mobile view

1. Loop Mobile can be accessed across mobile phones and tablets, keeping office and field teams connected from anywhere. From the mobile dashboard, select the Jobs tab, and use the filter option to narrow the list — for example, by status such as New Makesafe, Appointment Booked, or Works Complete.
2. Select a job card to open it. The job screen shows key information: job number, site address, job type, contacts, and more.
3. From here you can view previous photos and select Site Forms to complete a report from site. Review the job's detail screen first — customer, site, access, and safety information, and client instructions — so you understand the job requirements before proceeding.
4. You can access previous SMS activity, review relevant documents, and read previous notes. On commencing and completing the appointment, select Change Status to update the office team in real time.
5. You can add notes with ease, view client or customer contact details, and use the Call button to contact them directly from mobile.

Uploading updates from the field

1. From within the job screen on mobile, scroll to the relevant section you want to update (for example, critical information identified on site).
2. Add documents or site photos directly from mobile while attending site. Any updates uploaded from the field become immediately visible to the office team and other authorised users connected to the project.
3. To add a note, complete the note section and select Post — this updates your team in real time. Classification and template options are available here too, and you can comment and tag team members

Recap 👇

• You've learned how to create job notes, use mentions, manage reminders, and keep communication visible across the project.
• You've explored how mobile view allows field teams to access jobs, upload updates, and stay connected while on site.
• Strong communication inside Loop creates visibility, accountability, and consistency across the workflow.

FAQ

Who should I mention in a note, and when? Mention whoever needs to review information, complete an action, provide an update, or be made aware of something important. For example, an estimator for a variation, a project manager for a site issue, or an accounts team member for an invoice or payment matter.

Where can I see all communication on a job in one place? The project's Communications tab shows emails and SMS sent and received on the job, alongside notes and other activity. this is also where mobile-uploaded updates appear for the office team.

What happens to a reminder once it's completed? Mark it as completed (or cancelled) via the edit/pen icon and select Update. You can still review closed reminders by toggling the tick beside the New Reminder button.

If I'm connected to Endata, will those updates show up in Loop automatically? Yes, if your Loop system is connected to Endata, comments and communication updates from Endata may automatically populate in the Actionables area and the job communication history.

Can I update a job's status from the field? Yes, from the mobile job screen, use Change Status when you commence and complete an appointment, so the office team is updated in real time without you needing to return to the office.