Add Photos to a Job

Learn how to document work with photos for customer records, warranty claims, and proof of service.

Why Add Photos

Protects Your Business:

• Proof of work completed
• Before/after comparisons
• Defends against false claims
• Warranty documentation

Helps Customers:

• See what was wrong
• Understand repair value
• Share with property managers
• Insurance claims

Improves Service:

• Other techs see prior work
• Troubleshoot recurring issues
• Training new employees
• Build trust with transparency

When to Take Photos

Before Starting Work:

• 📸 Problem area (dirty filter, rust, leak)
• 📸 Old/failing equipment
• 📸 Damage or wear
• 📸 Customer's existing setup

During Work:

• 📸 Access issues (tight space, obstructions)
• 📸 Hidden damage discovered
• 📸 Parts removed (old capacitor, worn belt)

After Completing Work:

• 📸 New parts installed
• 📸 Clean, finished work
• 📸 Part labels (serial numbers)
• 📸 System running (gauges, readings)

How to Add Photos (Mobile)

From the Job Page

Step 1: Open Your Job

1. Open Crewdex mobile app
2. Tap Jobs → My Jobs
3. Find today's job
4. Tap to open job details

Step 2: Navigate to Photos

1. Scroll to Photos & Media section
2. Tap + Add Photos
3. Camera permission prompt (allow)

Step 3: Take or Select Photos

Option A: Take New Photo

1. Tap Take Photo
2. Camera opens
3. Frame the shot
4. Tap shutter button
5. Review photo
6. Tap Use Photo (or Retake)

Option B: Choose from Gallery

1. Tap Choose from Library
2. Select existing photos
3. Can select multiple (up to 10 at once)
4. Tap Done

Step 4: Add Photo Description

1. Type description: "Old capacitor - bulging top"
2. Or use quick tags:
   • Before / After
   • Problem / Solution
   • Part / Equipment
   • Location
3. Tap Save

Photos upload automatically (or when back online).

Photo Categories

Before Photos

What to capture:

• The problem customer reported
• Existing conditions
• Wear and tear
• Dirty or damaged parts

Examples:

Photo 1: "AC unit before service - dirty coils"
Photo 2: "Old air filter - completely clogged"
Photo 3: "Capacitor bulging - needs replacement"

Why: Shows customer why repair was needed.

During Work Photos

Document the process:

• Disassembly steps
• Hard-to-reach locations
• Hidden damage found
• Safety concerns

Examples:

Photo 1: "Attic access - very tight crawl space"
Photo 2: "Ductwork disconnected behind drywall"
Photo 3: "Electrical wiring corroded - fire hazard"

Why: Explains time spent, justifies costs.

After Photos

Show completed work:

• New parts installed
• Clean, professional result
• System operational
• Test readings

Examples:

Photo 1: "New capacitor installed"
Photo 2: "Coils cleaned and system running"
Photo 3: "Pressure readings - 122/350 psi"
Photo 4: "New Honeywell thermostat programmed"

Why: Proof of quality work, customer satisfaction.

Serial Number/Label Photos

Critical for warranty:

• Equipment model/serial labels
• New part labels
• Installation date stickers
• Warranty tags

Examples:

Photo 1: "AC unit label - Model #XYZ, Serial #123456"
Photo 2: "New capacitor label - 25 MFD 440V"
Photo 3: "Compressor serial number"

Why: Required for warranty claims, service history.

Best Photo Practices

1. Good Lighting

Do:

• ✅ Use phone flashlight for dark areas
• ✅ Natural light when possible
• ✅ Multiple angles if dim

Don't:

• ❌ Silhouette (backlit) photos
• ❌ Too dark to see detail
• ❌ Blurry from movement in low light

2. Focus on the Subject

Do:

• ✅ Close-up of the part/issue
• ✅ Fill frame with relevant subject
• ✅ Clear, in-focus images

Don't:

• ❌ Too far away (can't see detail)
• ❌ Include personal items (privacy)
• ❌ Background clutter

3. Show Context

Include:

• ✅ Where part is located (wide shot first)
• ✅ Then close-up of specific part
• ✅ Measuring tape for scale (if needed)

Example sequence:

1. Wide: "Furnace in basement"
2. Medium: "Burner assembly area"
3. Close: "Cracked heat exchanger"

4. Readable Text

For labels and tags:

• ✅ Hold phone steady (or brace against surface)
• ✅ Get close enough to read text
• ✅ Perpendicular to label (not angled)

Test: Zoom in on photo - can you read the text?

5. Safety & Privacy

Avoid photographing:

• ❌ Customer's face without permission
• ❌ Personal documents visible
• ❌ Security system keypads
• ❌ Valuables or private areas

If customer is in frame:

• Ask permission first
• Or crop them out before uploading

Organizing Photos

Use Descriptive Tags

System offers quick tags:

• 🏷️ Before / After
• 🏷️ Problem / Solution
• 🏷️ Equipment / Part
• 🏷️ Electrical / Plumbing / HVAC
• 🏷️ Indoor / Outdoor

Custom descriptions:

❌ "Photo 1", "IMG_1234"
- ✅ "Dirty air filter causing low airflow"
- ✅ "New capacitor installed with serial number"
- ✅ "Customer signature on waiver"

Sequence Photos Logically

Chronological order:

1. Before photos first
2. During work progress
3. After completion last

Automatic ordering:

• System sorts by upload time
• Or manually reorder (drag & drop on desktop)

Sharing Photos with Customers

Auto-Share Options

Settings → Photos → Customer Access:

Option 1: All Photos Auto-Shared

• Every photo added to job
• Customer sees in portal
• Real-time updates

Option 2: Select Photos to Share

• Check box: "Share with customer"
• Only selected photos visible
• Hide messy behind-the-scenes shots

Option 3: No Auto-Sharing

• Keep all photos internal
• Manually send via email if requested

Manual Sharing

From job page:

1. Select photos to share
2. Tap Share button
3. Options:
   • Email to customer
   • Text message with link
   • Customer portal (they view online)

Customer receives:

• Email with photo gallery link
• Can view, download, save
• No editing or deletion (view-only)

Photo Limits & Storage

File Size Limits

Per photo:

• Max: 50 MB per image
• Recommended: 5-10 MB (plenty of quality)
• System auto-compresses if over 10 MB

Tips to reduce size:

• Use "Medium" quality in camera settings
• Avoid zooming in too much (lower quality)
• Good lighting reduces file size

Number of Photos

Per job:

• Max: 30 photos
• Recommended: 5-10 photos
• More than 30? Create follow-up job

Best practice:

• Take 20-30 shots on site
• Upload best 5-10
• Quality over quantity

Storage

Included:

• 10 GB storage per account
• Roughly 2,000-3,000 photos
• Older photos auto-archive after 3 years

Upgrade:

• Need more? Settings → Plan → Storage
• Additional 50 GB: $10/month

Adding Photos from Desktop

For office staff or after the fact:

Step 1: Open Job

1. Navigate to Jobs
2. Find completed job
3. Click to open details

Step 2: Upload Photos

1. Scroll to Photos section
2. Click Upload or drag files
3. Select multiple photos (Ctrl/Cmd+Click)
4. Click Open

Step 3: Add Descriptions

• Click each photo
• Add caption/description
• Apply tags
• Save

Common Photo Scenarios

Scenario 1: Before/After Comparison

Best practice:

Take from same angle:

Before: Dirty coils (closeup)
After: Clean coils (same angle/distance)

Side-by-side comparison:

• System can display before/after together
• Tag photos: "Before" and "After"
• Customer sees dramatic difference

Scenario 2: Documenting Customer Damage

Situation: Existing damage before you started work

Steps:

1. Take photo immediately upon arrival
2. Show customer: "See this crack? It was already there."
3. Add description: "Pre-existing damage - cracked drain pan"
4. Get customer acknowledgment if possible
5. Protects you from false damage claims

Scenario 3: Proof of Complex Work

Hidden work customer can't see:

Example:

• Ran new ductwork in attic
• Customer: "What took 4 hours?"
• Show photos of:
  • Before: Missing/damaged ducts
  • During: Tight crawl space, installation
  • After: Completed ductwork

Customer understands time/cost.

Scenario 4: Warranty Documentation

Part failed under warranty:

Required photos:

1. Failed part (showing failure mode)
2. Serial number on failed part
3. Installation date (if visible)
4. New part label
5. New part installed

Manufacturer may require photos for warranty claim approval.

Video vs. Photos

When to use video:

• Showing system running (A/C blowing cold)
• Demonstrating intermittent problem
• Customer training (how to change filter)
• Safety hazard (gas leak hissing)

Video limits:

• Max: 100 MB per video (about 2 minutes)
• Max: 10 videos per job
• Use sparingly (photos usually sufficient)

How to add video:

• Same as photos: Tap "Add Video"
• Record or select from library
• Add description
• Upload

A: Yes:

• Open job → Photos section
• Tap photo → Delete
• Confirms deletion
• Cannot be undone

Q: What if I took photos but forgot to upload?
A:

• Photos on your phone still work
• Open job later
• Add photos from gallery
• System timestamps when uploaded

Q: Can other technicians see my photos?
A: Yes (with permissions):

• Owners/Admins: See all photos
• Other Technicians: See if viewing same job
• Helps team collaboration

Q: What if customer doesn't want photos taken?
A:

• Respect their wishes
• Note in job: "Customer declined photos"
• Explain it's for their protection too
• Required for warranty claims (explain this)

Q: Do photos show in the invoice?
A: Optional:

• Settings → Invoices → "Include job photos"
• If enabled: Best 3-5 photos show in invoice PDF
• Proof of work for customer

Troubleshooting

Issue: "Photo upload failed"
Solution:

• Check internet connection
• Photos queue and upload when online
• Check storage space on phone
• Try uploading one at a time

Issue: "Photo is blurry"
Solution:

• Clean camera lens
• Hold phone steady (or brace)
• Use flash/light in dark areas
• Tap screen to focus before shooting

Issue: "Can't see photo details when zoomed"
Solution:

• Photo quality too low
• Retake photo closer to subject
• Or use "High Quality" camera setting

Issue: "Customer says they can't see photos"
Solution:

• Check Settings → Customer Portal enabled
• Verify photos marked "Share with customer"
• Or manually send via email
• Check spam folder

Best Practices Summary

- ✅ DO:

• Take 5-10 photos minimum per job
• Before, during, after sequence
• Clear descriptions for each
• Focus on problem areas and solutions
• Serial numbers for warranty parts
• Good lighting and focus

❌ DON'T:

• Forget to take before photos
• Include customer's private areas
• Upload blurry or dark photos
• Take photos without descriptions
• Forget warranty documentation
• Skip photos on "quick" jobs

Related Tasks

• Log Materials - Document parts installed
• Complete Job - Finish job with photo documentation
• Add Notes - Written details to accompany photos
• Create Invoice - Photos can show in invoice

Need More Help?

• Video: Watch: Best Practices for Job Photos
• Role Guide: Technician's Guide
• Contact Support: [email protected]