Schedule & Calendar

To access the schedule, navigate to the Schedule tab in the main dashboard. The interface offers several views to help you visualize your data:

• Views: Toggle between Month, Week, Day, and Agenda views depending on the level of detail you need.
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• Color-Coding: Jobs are color-coded by status (e.g., Scheduled, In Progress, Completed, Cancelled) so you can assess the day's progress at a glance.
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• Drag-and-Drop: You can easily reschedule jobs by clicking and dragging them to a new time slot or a different technician's column.

2. Three Ways to Schedule a Job

Method A: Manual Scheduling

You can create a job directly from the calendar or the "Jobs" page.

• Create Job: Click to add a new job.

• Set Time Windows: You can define specific Start/End times or mark a job as "All Day".

• Assign Technicians: Select one or multiple technicians from the dropdown. The system tracks availability to prevent double-booking.

• Add Details: Attach line items, notes, and photos immediately so the technician has them on arrival.

Method B: Converting an Estimate

When a client approves an estimate, you can move straight to scheduling without re-entering data.

• Open the Approved Estimate.

• Click "Convert to Job". All line items, pricing, and client details transfer automatically.

• The job opens in "Edit Mode." Simply add the Scheduled Date, Start Time, and Technician, then save.

Method C: Online Booking (Client-Self Service)

• Availability: The system automatically checks your Business Hours and existing jobs to show only available slots.

• Buffers: It respects your configured "Buffer Time" (e.g., 30 minutes travel/prep time between jobs).

• Approval: Depending on your settings, these bookings either appear as a Lead requiring approval or automatically populate the Dispatch Board as Scheduled.

Creative Job Hub uses Traffic Intelligence and AI to optimize your team's routes. This feature saves fuel and reduces drive time.

• Navigate to the Schedule page.

• Click the "Plan My Day" button for a specific technician.

• What the AI does:
  • Traffic Awareness: It checks real-time traffic conditions.
  • Skill Matching: It ensures the technician has the required skills for the assigned jobs.
  • Route Sorting: It reorders the jobs to minimize drive time.

• Map Integration: You can view the route on the Jobs Map, which updates technician locations every 15 seconds.

Note: Keep an eye on traffic alerts in the dashboard. Yellow indicates minor delays, while Red indicates major delays requiring immediate re-routing.

When an urgent request comes in (e.g., a burst pipe), the system helps you slot it in without chaos.

• Create a new job and set the Priority to High (8-10).

• Mark the job as an Emergency.

• AI Assistance: The system will analyze active technicians based on location and skills to find the best fit.

• Automatic Notifications: If inserting this emergency job delays subsequent appointments, the system can automatically notify affected customers via SMS or email with an updated ETA.

To ensure the calendar works correctly for your specific business, configure these options under Settings → Booking Settings:

• Business Hours: Define your operating hours (e.g., Mon-Fri 8:00 AM - 5:00 PM). The system will block off-hours from online booking.

• Buffer Time: Set the mandatory gap between appointments to account for travel.

• Advance Notice: Set the minimum notice required (e.g., 24 hours) to prevent last-minute surprise bookings.

• Territories/Zones: Using the Mapbox integration, you can visualize jobs and service areas to cluster appointments geographically.

Once you schedule a job, the field technician receives the update instantly on their mobile app.

• Job Details: They can view the address, navigate via GPS, and see access instructions (e.g., gate codes).

• Time Tracking: Technicians can Clock In and Clock Out directly from the job card. This logs their GPS location and duration for payroll.

• Offline Mode: If they enter an area with poor service, they can still view the schedule and update job statuses. The data will sync automatically when they go back online.