Converting a Bid to a Job¶
Available to: Owner, Accounting (to approve bid)
Job creation is automatic — no one "creates" a job manually. It happens the moment a bid is approved.
When a bid reaches Bid Approved status, Hardhat Flow automatically creates a linked Job. There is no separate "create job" action. The approval step is the trigger.
What Triggers Job Creation¶
Job creation is triggered by a single event: a bid being approved.
This occurs when an Owner or Accounting user:
- Opens a bid in Bid Awaiting PO status.
- Enters a valid PO Number.
- Clicks Approve Bid.
The system then: - Sets the bid status to Bid Approved (read-only from this point for PMs). - Creates a new Job record linked to that bid. - Sets the initial job status to Ready to Start.
No manual job creation
Jobs cannot be created directly through the Jobs section. Every job must originate from an approved bid. This enforces the Bid → Job → Invoice → Payment workflow.
What the Job Inherits from the Bid¶
When the job is created, it is pre-populated with key information from the bid:
| Job Field | Source |
|---|---|
| Project Manager | Copied from bid assignment |
| Supervisor | Copied from bid assignment |
| Location | Copied from bid location |
| Client | Copied from bid client |
| Bid Reference | Linked via bid_id — the job always points back to its originating bid |
| Expected Completion Date | Copied from bid |
| Priority Flag | Copied from bid |
Scope is referenced, not duplicated
The job does not duplicate the scope of work text. Instead, it holds a reference (bid_id) back to the original bid, where measurements, equipment, and pricing details live. The Scope of Work section on the job detail page shows the bid scope text, with a link to the full bid for measurements, equipment, and PDF.
Initial Job Status¶
Every newly created job starts at Ready to Start.
This status means: - The job exists and personnel are assigned. - No field work has begun. - The PM can review the job, assign Badge Workers, and coordinate before advancing.
What Changes Once a Job Exists¶
Once a Job has been created from a bid:
- The bid becomes read-only for Project Managers.
- Owners retain edit access to the bid, but all changes are recorded in the Activity Log.
- The bid's status is fixed at Bid Approved and cannot be moved backward.
Bid edits after job creation are audited
If an Owner modifies a bid after a job exists, every change is captured in the immutable Activity Log. This ensures a clear record of any scope or pricing adjustments made post-approval.
Assigning Badge Workers to the Job¶
After the job is created, the PM assigns Badge Workers.
Available to: Project Manager, Owner
- Open the job from Jobs in the main navigation.
- Navigate to the Team section of the job detail.
- Click Add Badge Worker.
- Search for and select one or more Badge Workers.
- Save. The Badge Workers will now see this job in their assigned job list.
Multiple Badge Workers allowed
A job can have any number of Badge Workers assigned. Only one PM and one Supervisor are permitted per job.
Assigning Subcontractors to the Job¶
Subcontractors can be linked to a job for tracking and coordination.
Available to: Project Manager, Owner
- Open the job detail page.
- Navigate to the Subcontractors section.
- Click Add Subcontractor.
- Select the subcontractor from the list.
- Save.
Subcontractors appear on the job record for reference. Subcontractor assignment does not affect job status transitions or RBAC permissions.