Scheduling

Scheduling is the shared calendar for service visits. Use it to see when work is planned, which crew members are assigned, and which job and service site each visit belongs to. A visit is part of a job; the calendar does not create a second work order. Open Scheduling from the main navigation.

Find work on the calendar

• Switch between Day, Week, and Month. Use the previous/next controls, Today, or the date picker to move around the calendar.
• Search visits or narrow the view by status and crew member. If your account is linked to a Team member, use Mine only to focus on your visits. Clear the filters if expected work disappears.
• Select a visit to inspect its time, job, customer, service site, status, and crew. Open the job when you need its work details. Completed and cancelled visits remain in the calendar history rather than disappearing from the job.
• The calendar shows the account time zone and marks days outside the business days set in Scheduling settings. Check the time zone before coordinating across locations.

The calendar respects your job-record access. A field user may see only assigned work. If you cannot find a visit that an office colleague can see, ask an administrator to check your role's Job record scope and your linked Team member.

Schedule a visit

An office user with Scheduling write access and All jobs record scope can select Schedule Visit. A field user without that combination can view permitted visits but does not get the office scheduling action.

1. Create the job first if it does not already exist. You can also turn on Schedule first visit now when creating a new job, or use Schedule Visit on an existing open job to arrive with that job selected.
2. In Schedule Visit, choose the job. Confirm the service site shown in the form; the visit uses the job's service location rather than a separately selected site. If it is wrong, review the job before scheduling.
3. Set a Start and End. The end must be later than the start. Select crew members if someone is assigned, and add optional visit notes for the team.
4. Review any outside-business-hours, crew-conflict, or assignment-policy guidance. Correct a blocked selection before submitting. Select the form's submit action and check that the visit appears on the calendar.

Only open jobs are offered in the new-visit selector; completed and cancelled jobs cannot receive another visit. An unassigned visit is possible when the crew is not yet known. A conflict warning is not proof that a person is available; review overlapping work before committing a visit. If the roster or policy guidance fails to load, retry rather than guessing which crew member to use.

Review or change an existing visit

Select a visit to open its details. If you have the required scheduling access, you can change its time, crew, or notes and save. A read-only visit can still be inspected without changing it. When you cancel a visit, review the confirmation before proceeding; cancellation changes that visit's status and leaves it in history. It does not cancel the underlying job. To complete a job, use the job's completion workflow, which explains what will happen to its remaining visits.

If someone else updated the visit while you were editing, refresh its details and review the current assignment before trying again. If a crew member was removed from the active roster, an existing assignment may still be shown for reconciliation; do not treat an unknown or inactive crew label as a new selectable person.

Adjust scheduling defaults

An authorized office user can open Settings from Scheduling to manage:

• Default visit duration and initial visit status.
• Opening and closing times and business days.
• Travel buffer and the double-booking setting.

Select Save after reviewing changes. The duration must be between 5 and 1,440 minutes; the travel buffer must be between 0 and 480 minutes. Opening time must be earlier than closing time. Business hours and double-booking settings inform scheduling decisions; still review each visit's actual time and crew.

Troubleshooting

I cannot schedule or edit a visit

Ask an administrator to check Scheduling write access and All jobs record scope under your role and any per-person access override. Viewing a calendar does not itself grant permission to schedule every job. A completed or cancelled job cannot receive a new visit.

A visit is not where I expected

Confirm the Day/Week/Month date, account time zone, search, status and crew filters, and Mine only setting. Check the job's Visit schedule and View all visits links for its calendar history. A visit may be cancelled or outside the displayed date window; your job-record scope can also limit what you see.

The calendar or crew list does not load

Use the page's retry action when one appears. Do not interpret a loading or error state as an empty schedule. Check your connection, then ask an administrator to confirm your access if the error persists.

Related tasks

• Jobs — create a work order, schedule its first visit, and see its visit history.
• Team — manage the people who can be assigned to visits.
• Dispatch Board — coordinate scheduled visits and unassigned work.
• Route Planner — organize a crew's stops for a date.