Schedule
See your working hours and how full each day is, mark holidays and closures, place unscheduled work without opening it, and keep track of the team's hours and time off.
The Schedule page is your calendar of committed work — every job and request with a day on it — drawn over your own availability, so you can see where you have room before you promise a time.
Who sees the Schedule. Owners, admins, Office staff and Field techs. A Field tech sees only their own work on it, unless their access includes See everyone's work, not only their own. Billing has no Schedule page.
What the calendar shows
- Working hours. On the week and day views the hours you work are lit; the hours outside them are shaded. Days you do not work are hatched and read Closed. The week opens on your working hours, not at midnight.
- How full each day is. Every day carries a short capacity line — “6h free of 9h”, “Over by 1h”, “Closed” — and a small meter. It counts the scheduled jobs and requests of everyone who can be booked for work, and the travel time between stops. Work with nobody on it, or held by someone who can’t be booked, is still on the calendar but isn’t counted.
- Who is away. Approved time off is listed beside the day.
- Holidays and closures. Observed holidays and your own closures are marked by name on every view. On a phone the month grid keeps to the date and the work, so the names — and the capacity line — are on the week, day and list views; a phone opens on the list.
If you have not set any hours yet, a day reads No hours set rather than “0h free” — the app never claims a day is full when it does not know how long the day is. Set operating hours under Settings → Company → Scheduling (owner or admin) to switch the shading and the meter on.
Where the hours come from. Each person’s own working hours (set on Team availability or their profile) win; someone without their own hours follows the company’s operating hours; if neither is set, nothing is claimed. Capacity is added up across everyone who can be assigned a job. A Field tech who sees only their own work sees only their own hours, capacity and time off.
Holidays and closures
Under Settings → Company → Scheduling → Holidays & closures (owner or admin):
- Tick the holidays your business observes. Six are offered — New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving and Christmas Day — and all six are marked until you change it. They land on the actual date: July 4 on a Saturday marks the Saturday.
- Add your own closures with a name and a first and last day — a trade show, an inventory day, a long weekend. A range marks every day in it.
A marker is a reminder, not a lock. You can still schedule on a marked day; nothing warns you and nothing stops you. It is there so nobody books a holiday by accident.
Team availability
Team availability — the button at the top of the Schedule page — is where whoever schedules the team keeps track of who is working when:
- The week — everyone who can be booked for work, with their time off. Approved time off shows in colour; requests still waiting, and declined ones, show faintly. Only approved time off counts: auto-dispatch won’t book someone during it, and booking them by hand shows a warning first.
- Requests waiting for an answer — every time-off request from today on, not only this week’s, with Approve and Decline on each. Approving shows any work already booked in that time.
- Manage on a person’s row — set the hours they work, record time off for them, and answer, edit or remove their absences.
Who can use it. Owners and admins, and Office staff unless Assign and reschedule other people's work was turned off for them. Only the owner answers their own time off: anyone else who can be booked for work requests theirs from My day, and someone else answers it. Setting hours isn't an answer, so if you use this page and can be booked yourself, you still set your own hours here. A Field tech's hours are set here by whoever schedules the team.
Placing work from the schedule
The Needs scheduling panel beside the calendar lists the same jobs and requests the dashboard shows as needing a day, oldest first.
- Pick an item in the panel.
- Click the day it goes on. On the month view or the list that sets the day only (an “anytime” stop); on the week or day view, clicking a time sets the day and that time.
- Check the details in the small form that opens — date, time, who is doing it, and an estimated duration if the item had none — and press Schedule.
The item is scheduled exactly as if you had opened it and used Schedule: the same rules apply, and the same warnings appear. A job can only go to someone who can be booked for work — an owner, an admin, a Field tech or a helper; a request can go to anyone active on the team except a helper.
Scheduled, nobody assigned
A job or request that has a day but no person shows on the calendar with an Unassigned mark, and the panel lists it under Scheduled, nobody assigned. Click it to pick who is doing the work.
If the item was promised inside a window of days, the panel says so (“Promised Mar 3 – Mar 9”) and only those days can be clicked. To move it outside that window, change the window on the record first.
Warnings before you save
Wherever you pick a date and time — the Create Job form, a job or request’s Schedule dialog, or the calendar’s quick edit — the app checks the slot as you type and tells you what it found:
- Yellow — it will still save. The slot is outside someone’s hours, the person has approved time off then, it overlaps another appointment, or the day is already fuller than it has hours for. You can go ahead.
- Red — this won’t save as is. The day is outside the window the work was promised in; nobody is named to do it (on an account with more than one person); the person can’t take it — removed, deactivated or past their last working day; or the visit has no estimated duration or would run past midnight. Pick another day or person, fill in what’s missing, or change the window on the record.
The check is a courtesy: if it cannot run, the form works as before and you see any warning after saving.
Who can place work. The Needs scheduling panel, dragging work on the calendar and the quick edit need Assign and reschedule other people's work: owners and admins, and Office staff unless it was turned off for them. The before-you-save check runs for everyone who can edit a job's schedule.