Understanding the Core Logic

Before working with the schedule, it’s important to understand how the system organizes work and team roles.

Jobs vs. Visits

Visits

• Visits represent the actual appointments on the calendar.

• A single job can contain multiple visits.

Examples include:

• Re-service visits

• Multi-day projects

• Follow-up work

Time Tracking

• Technician efficiency is tracked at the visit level.

• This provides a more accurate view of field performance.

Team Roles & Positions

You can assign roles and permissions to team members by navigating to the Team page.

Technician

• Can have visits scheduled on their calendar

• Appears on the schedule view

Salesperson

• Can be assigned territories

• Appears in sales reporting

Office Staff

• Designed for administrative users

• Handles scheduling, billing, and support tasks

User Permissions

Permissions determine how much control a user has within the system.

• Owner

  • Full system access

  • Can manage settings and users

• Admin

  • Can update most system settings

  • Can manage scheduling and operations

• Member

  • Limited permissions

  • Can only view or edit assigned work

Managing Availability & Crews

The new scheduling system provides detailed control over when technicians are available and how crews are organized.

Setting Technician Schedules

To configure technician availability:

1. Navigate to Scheduling → Technicians.

From here you can set several availability options.

Weekly Patterns:

Define a technician’s standard work hours.

Example:

• Monday–Friday

• 8:00 AM – 5:00 PM

Custom Gaps

Add blocks of unavailable time within the workday.

Common examples include:

• Lunch breaks

• School schedules

• Split shifts

Exceptions

Use Add Exception to override the normal schedule for specific dates.

Examples:

• Vacation days

• Sick days

• Extended hours for busy periods

• Weekend overtime

Organizing Crews

By default, each technician is treated as their own crew. However, you can group technicians together for larger jobs.

Crew Assignment

You can rename crews to match your team structure.

Examples:

• Alpha Crew

• Delta Crew

• Truck 1

• Truck 2

This helps align your schedule with real-world teams or vehicles.

Temporary Reassignment

If a technician needs to assist another crew:

1. Use the Temporary Reassignment tool.

2. Select the start and end date.

3. The technician will appear on the other crew’s schedule during that period.

This is useful for:

• Large projects

• Staff shortages

• Training new technicians

Using the Schedule

The Schedule page acts as your operational command center.

It uses color-coded availability lines based on technician schedules to help you quickly see:

• Available hours

• Booked visits

• Open scheduling gaps

Managing Visits

Completing a Visit

When a visit is finished:

1. Mark the visit as complete.

2. Choose one of the following options:

   • Add another visit (for re-service)

   • Mark the entire job as complete

Invoicing

Completing a job will prompt you to create a draft invoice immediately.

This helps ensure:

• Jobs are not forgotten

• Billing is handled quickly

• Revenue is captured efficiently

Rescheduling Visits

To move a visit:

1. Click the visit on the calendar.

2. Drag it to a new time slot.

3. Or drag it to a different technician.

The system will automatically:

• Update the technician assignment

• Preserve the visit duration

Setting Up Service Plans (Recurring Work)

Service Plans allow you to automatically schedule recurring work such as quarterly cleanings.

Creating a Service Plan

When setting up a plan:

Step 1: Schedule the First Job

Choose the initial appointment date and time.

Step 2: Set Recurring Logic

Define how often the service repeats.

Examples:

• Every 3 months

• Every 6 months

• Third Friday of every quarter

Step 3: Use the Pending Queue

If you are not ready to schedule future visits yet, send them to the Pending Queue.

This allows you to keep future work organized without filling the calendar prematurely.

Booking from the Pending Queue

When viewing future months:

1. Open the Pending sidebar.

2. You will see customers due for service.

3. Drag them directly onto the calendar to schedule the visit.

This makes planning future routes fast and flexible.

Filters & Scheduling Tools

To keep the schedule view organized, use the Filters menu in the top-right corner.

Hide Weekends

Toggle this option to:

• Hide Saturday and Sunday

• Focus only on weekday availability

Technician Filter

Use this filter to:

• Focus on one technician

• View a specific crew

• Reduce clutter on the calendar

Time Blocks

Use More Actions → Time Blocks to create company-wide unavailable periods.

Examples include:

• Team meetings

• Company events

• Holidays

• Training days

Final Thoughts

The transition from Jobs to Visits creates a more scalable scheduling system designed for long-term growth.

By understanding crew assignments, visit tracking, and the Pending Queue, you can:

• Optimize technician routes

• Improve scheduling accuracy

• Track team performance more effectively

• Manage recurring services with less manual work

Tips for Scheduling Effectively

• Use Anytime Visits
  For customers who do not require a specific time window. This will be especially useful with future route optimization tools.

• Color Coordinate Technicians
  Assign unique colors so you can quickly recognize technician assignments across the schedule.

• Deactivate Service Plans Instead of Deleting Jobs
  This preserves historical data and keeps your reporting accurate.

• Review the Pending Sidebar Weekly
  Check both Overdue and Pending sections to ensure no recurring services are missed.

Congratulations! You are now ready to use the 2026 Crew Scheduling system to manage technicians, track visits, and scale your operations efficiently.

If you have questions about the new scheduling logic or want help setting up your workflow, reach out to our support team—we’re happy to help.