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Scheduling

Effective scheduling ensures your team works efficiently and customers are served on time. This guide covers schedule views, planning, and management.

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Accessing Schedules

Navigate to scheduling features:

• Operations > Schedule - Calendar view (/schedule)
• Operations > Schedules - List view (/schedules)
• Operations > Scheduler - Advanced scheduling (/scheduler)

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Schedule Views

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Calendar View

The main schedule view shows jobs on a calendar:

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Navigating the Calendar

• Arrow buttons: Move forward/backward
• Today button: Jump to current date
• View toggle: Switch between day/week/month
• Date picker: Jump to specific date

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What You See

Each scheduled job shows:

• Job title or number
• Time slot
• Assigned technician (color coded)
• Status indicator
• Customer name

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Viewing Job Details

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Quick View

Hover over a job to see:

• Job number and title
• Customer and location
• Assigned technician
• Status
• Duration

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Full Details

Click a job to open the detail sheet with:

• Complete job information
• Edit capabilities
• All job actions

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Creating Scheduled Jobs

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From the Calendar

1. Click on an empty time slot
2. Create Job dialog opens
3. Fill in job details
4. Date/time pre-filled from slot
5. Click Create

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Drag to Schedule

For unscheduled jobs:

1. View unscheduled jobs panel
2. Drag a job to the calendar
3. Drop on desired date/time
4. Job is scheduled automatically

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Managing Schedules

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Moving Jobs

Drag and drop:

1. Click and hold a scheduled job
2. Drag to new date/time
3. Release to reschedule

Edit schedule:

1. Open job detail
2. Click Edit
3. Change date/time
4. Save changes

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Extending Duration

Drag to resize:

1. Hover over job edge
2. Drag to extend or shorten
3. Duration updates automatically

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Cancelling Scheduled Jobs

1. Open job detail
2. Click Cancel or change status
3. Job removed from schedule
4. History preserved

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Team Scheduling

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Viewing by Technician

Filter schedule by person:

1. Use the Technician filter
2. Select one or more technicians
3. View shows only their jobs

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Team Overview

See all team members:

1. Switch to Team View
2. Each row shows one person
3. Jobs displayed across their row
4. Spot availability gaps

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Color Coding

Jobs are color coded by: Toggle color scheme in view settings.

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Handling Conflicts

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Identifying Conflicts

Conflicts are highlighted when:

• Same person assigned to overlapping jobs
• Double-booked time slots
• Jobs without travel time between

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Resolving Conflicts

1. Reassign: Move one job to another technician
2. Reschedule: Change timing to avoid overlap
3. Extend: Allow overtime/overlap if intentional

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Availability Management

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Setting Availability

Team members can set availability:

1. Go to personal schedule settings
2. Mark available/unavailable times
3. Add leave or time off

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Viewing Availability

When scheduling:

• Available times shown normally
• Unavailable times are grayed
• Leave periods marked

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Leave and Time Off

• Scheduled leave: Shows in calendar
• Sick leave: Can be added same-day
• Blocked time: Meetings, training

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Recurring Schedules

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Creating Recurring Jobs

For regular maintenance:

1. Create a job
2. Set Recurrence:
   • Frequency (daily, weekly, monthly)
   • Interval (every 1, 2, 3 periods)
   • End date or number of occurrences
3. System creates future jobs

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Managing Recurring Jobs

Edit single instance:

• Changes apply only to selected job

Edit series:

• Changes apply to all future instances

Cancel series:

• Removes all future occurrences

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External Calendar Integration

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Syncing with External Calendars

Export schedules to:

• Google Calendar
• Outlook/Office 365
• Apple Calendar
• Other iCal-compatible apps

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Setting Up Sync

1. Go to Settings > Integrations
2. Find calendar integration
3. Connect or Subscribe
4. Jobs appear in external calendar

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Sync Options

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Schedule Reports

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Available Reports

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Generating Reports

1. Go to Schedule view
2. Click Export or Print
3. Select date range
4. Choose format (PDF, CSV)
5. Download or print

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Notifications

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Schedule Notifications

Team members receive alerts for:

• New job assigned
• Schedule change
• Job reminder (day before, morning of)
• Cancellation

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Configuring Notifications

In Settings > Notifications:

• Enable/disable schedule alerts
• Set reminder timing
• Choose delivery method (email, push, in-app)

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Best Practices

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Effective Scheduling

• ✅ Schedule jobs with realistic durations
• ✅ Include travel time between locations
• ✅ Consider technician skills and certifications
• ✅ Leave buffer time for overruns
• ✅ Communicate changes promptly

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Daily Planning

• ✅ Review next day’s schedule each afternoon
• ✅ Confirm appointments with customers
• ✅ Check for equipment/parts needed
• ✅ Brief technicians on special requirements

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Handling Changes

• ✅ Update schedule immediately when changes occur
• ✅ Notify affected parties
• ✅ Document reason for changes
• ✅ Reschedule cancelled jobs promptly

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Troubleshooting

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Job Not Appearing on Schedule

1. Check job has a scheduled date
2. Verify date filter includes job date
3. Check technician filter
4. Refresh the view

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Can’t Drag Jobs

1. Check you have edit permission
2. Verify job isn’t locked
3. Some statuses can’t be rescheduled
4. Try using edit dialog instead

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Calendar Not Syncing

1. Check integration is connected
2. Verify sync settings
3. Refresh external calendar
4. Re-authenticate if needed

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