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Scheduling a visit
Web and mobile3 min readUpdated
Saying yes books the first visit. The day starts as tomorrow and the time as 9:00, and you can change both. A taken day leaves the quote accepted so another day can be picked, and a second yes does not book the job again.
On Starter and above, 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. On Free, saying yes does not book a visit.
Booking
From a quote, Accept and book records the yes and puts the first visit on the calendar. If the quote is already accepted, the button is Book this job. The box starts with tomorrow at 9:00. Change the day or the time, then confirm.
The length is the quote's task minutes divided across the crew size. A six-hour job quoted for a crew of three books the two hours the crew is actually there.
Later visits follow how often the quote says. A weekly job that comes more than once a week is one schedule with those days, not several schedules. Once a month books that day of the month. See Recurring schedules.
Nothing can be booked on top of anything else. If that first day overlaps another visit, the quote stays accepted and you pick another day. A quote that is already on the calendar is not booked again. Back-to-back visits are fine. The check is for overlap, not for a gap between jobs.
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.
The address on a visit is a link. Clicking it opens the address in a map — Apple Maps on an iPhone, iPad or Mac, Google Maps everywhere else — so getting directions to a job is one click rather than a copy and a paste. The same holds for the address on a quote, on a customer's property and on a lead, in the browser and on the phone alike; see The schedule on your phone.
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.