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Scheduling a visit
Web and mobile2 min readUpdated
An accepted quote books straight into the schedule with the job pre-filled; nothing can be booked on top of anything else, and every visit carries the actions to confirm, reschedule, complete, mark a no-show or cancel it.
An accepted quote is not the end of anything. It is a job that now has to happen on a particular Tuesday, with particular people.
Booking
From an accepted quote, Schedule this customer opens the booking form with the job already filled in — the customer, the property, the work and how long it should take, straight from the quote's task minutes.
Pick a date and time and it is booked. If the work repeats, book it as a series instead: Recurring schedules.
Nothing can be booked on top of anything else. A clash is refused before it is written, and the refusal names the exact visit in the way rather than saying "unavailable". Back-to-back visits are fine — the check is for overlap, not for breathing room.
The week
The schedule shows a week at a time, with each visit's status and payment status on the row. You can filter it to one person's week, or to work nobody has been assigned yet.
What you can do to a visit
Opening a visit gives you the work checklist, the money panel and every action:
| Action | What it means |
|---|---|
| Confirm | The customer has confirmed they will be there |
| Reschedule | Move it, against the crew's free/busy week |
| Complete | Done — and this is where you record the actual minutes |
| No-show | Nobody was there |
| Cancel | It is not happening |
| Reassign | Change who is going; the first person listed is the lead |
Recording the actual minutes when you complete a visit is worth the five seconds. It is what feeds the estimated-versus-actual comparison on the dashboard, and what lets the app suggest better task times later — see Your room and task library.
A visit where the customer has asked for a different time shows their message directly on it, so the office is answering a person rather than a status.
From the phone
Every one of those actions is on the phone too, along with the customer's confirmation link to copy and the money panel for taking payment at the door. See The schedule on your phone and Taking payment in person.
It looks after itself
The scheduler runs every fifteen minutes, and every step it takes is safe to repeat. A hiccup delays something; it never drops a visit.