Scheduling
Book jobs, manage your calendar, coordinate your team, and keep customers informed automatically. No more double-bookings or missed appointments.
Overview
The Scheduling module replaces your paper calendar, whiteboard, or spreadsheet with a centralized system your whole team can access. Every appointment is tied to a contact record, so you always have the customer's info, history, and notes at hand when you show up for the job.
Appointments sync across devices in real time. When the office books a job, technicians see it on their phone immediately.
Creating Appointments
Create an appointment by selecting a date and time slot on the calendar or by clicking the "New Appointment" button. You will be prompted to select or create a contact, choose a service type, pick a duration, and add any internal notes.
Appointments can also be created automatically when a customer books through your online booking link. The system captures their information, creates the appointment, and sends a confirmation without any manual effort.
Calendar View
Switch between three views to manage your schedule at the level of detail you need.
Day View
See every time slot for a single day. Best for dispatching technicians and managing today's route.
Week View
Overview of the current week at a glance. Drag and drop appointments to reschedule quickly.
Month View
High-level capacity planning. See which days are fully booked and where you have availability.
Recurring Jobs
For maintenance contracts, regular cleanings, or any service on a repeating schedule, set up a recurring job. Choose the frequency (weekly, bi-weekly, monthly, quarterly, or custom) and the system creates future appointments automatically.
Each occurrence can be individually edited if a specific visit needs a different time or technician. Canceling a single occurrence does not affect the rest of the series.
Team Scheduling
Assign appointments to specific technicians or crew members. Each team member gets their own color-coded calendar so dispatchers can see everyone's availability at a glance.
Set working hours and days off per team member. The system will prevent scheduling conflicts and warn you if a technician is already booked during a time slot.
Customer Notifications
Reduce no-shows and keep customers informed with automated SMS notifications triggered at key moments.
Confirmation SMS
Sent immediately when an appointment is booked. Includes the date, time, and a link to reschedule or cancel if needed.
Reminder SMS
Sent 24 hours before the appointment by default. You can customize the timing (48 hours, same morning, etc.) and the message content.
Rescheduling & Cancellation
Reschedule an appointment by dragging it to a new time slot on the calendar, or open the appointment and manually change the date and time. The customer is automatically notified of the change via SMS.
When an appointment is canceled, the time slot is freed up immediately. The system logs the cancellation on the contact's timeline and can optionally send a cancellation confirmation to the customer.
Pro Tips for Scheduling
- Build travel time into appointment durations. A 2-hour HVAC job across town needs buffer before the next booking.
- Use the reminder SMS to include preparation instructions (e.g., "Please make sure pets are secured and the thermostat is accessible").
- Review your week view every Monday morning to spot gaps you could fill with shorter jobs or follow-up visits.
- Share your online booking link on your Google Business Profile so customers can self-schedule around the clock.