Scheduling & Calendar

Free Web App Mobile App

The Scheduling module is your company-wide calendar. Plan project work, book equipment for maintenance, log site visits, and keep meetings on the same timeline. The calendar detects personnel and equipment double-bookings automatically so you don’t accidentally put the same foreman on two jobs in the same half-hour.

Available on every plan. Owner, Manager, Foreman, and Bookkeeper roles can create and edit events. Field roles see read-only views of events they’re assigned to.

What you can schedule

Two create flows, each with its own dedicated dialog:

• Site visit — the most common scheduling action. A field appointment with a customer: address, contact name + phone, purpose (estimate / progress check / final inspection / client walkthrough), pre-visit checklist, status. Two-step wizard so the basics fit on one screen and the visit-specific details fit on the next.
• Task — a discrete piece of work tied to a project (or standalone): name, project link, time window, assigned personnel, status. Lives on the same calendar.

Older events in the system may also carry types like Meeting, Maintenance, or Other from prior versions — they still render and can be edited, but new events are created through the Site Visit or Task flows.

Views

Switch views with the toggle at the top — your choice is remembered between sessions.

• Month — bird’s-eye view of a whole month. Click a day to zoom.
• Week — the default workhorse view. Shows equipment conflicts and maintenance periods.
• Day — 19-hour timeline (5 AM to 11 PM) for detailed half-hour-level planning.

My Schedule on the Dashboard

You don’t have to open the Schedule page to see what’s coming up. The My Schedule card on your Dashboard shows your assigned tasks and site visits in two columns, side-by-side, for the next several days — no calendar grid, just the work that’s actually yours.

• Owners, Managers, Bookkeepers see the card as My Schedule.
• Field roles (Foreman, Operator, Driver, Mechanic, Labor) see the same card as Your Schedule.

The card is on by default for new accounts. If it’s missing, open the dashboard’s gear icon and toggle it back on — same place you reorder cards or hide ones you don’t need.

Quick actions live right on the card:

• + on the Tasks column opens the Task dialog pre-set to today.
• + on the Site Visits column opens the Site Visit wizard.
• Click any item to open its details.
• Use the gear-style settings popover on the card to change how many days ahead it shows or whether to include completed work.

The + create buttons only appear for roles that can create on the Schedule page (Owner, Manager, Foreman, Bookkeeper). Field roles still see the card — they just can’t create from it.

Creating a Site Visit

There are four ways into the Site Visit wizard, all opening the same dialog:

• Schedule page: Add → Site Visit in the calendar header.
• Dashboard: the + button on the Site Visits column of the My Schedule widget.
• Quote Request: the Schedule Site Visit button on a quote request’s detail dialog (creates the customer record at the same time and pre-fills the visit).
• Customer: same idea, planned for the customers page next.

The wizard is two steps:

1. Basics & assignment. Title, date, time (or all-day), optional Linked Customer, optional Linked Project, assigned personnel, location.

   Picking a customer or a project auto-fills any empty contact / location fields from that record — never overwrites typing you’ve already done. If both are linked, the customer fills first.

2. Details & status. Purpose dropdown, contact name + formatted phone, pre-visit checklist (one row per item, add as many as needed). When editing an existing visit, a Status field appears here too (Scheduled / In Progress / Completed / Cancelled). New visits start as Scheduled silently.

Personnel are sorted by role priority — Owners up top, then Foremen, Bookkeepers, Mechanics, Operators, Drivers, Labor — so the people most likely to take a visit are at the top of the checkbox list.

When you save, the assigned personnel are notified automatically (mobile push + email per their notification preferences). No extra step.

Creating a Task

The Task dialog is its own form (separate from Site Visits):

1. Schedule → Add → Task in the calendar header (or the + button on the Tasks column of the My Schedule widget).
2. Fill in name, project (optional), date, start/end time, assigned personnel + crews, status, notes.
3. Save. Assignees get notified the same way Site Visit assignees do.

Drag to reschedule

Grab any event and drag it to a new time or day — in any view. The app checks for conflicts before committing:

• Personnel double-booking: if the people assigned to the event are already booked in an overlapping slot, a warning dialog appears. You confirm or cancel.
• Equipment conflict: if the event references equipment that’s scheduled elsewhere (or in maintenance), the week view highlights it.

Cancelled events are excluded from conflict checks.

Integration with projects

Projects and scheduling are linked but independent:

• A project’s startDate and endDate live on the project record.
• Calendar events referencing a project show up in the project’s timeline but don’t auto-create from project creation.
• If you move a project’s dates on the calendar, only the calendar event moves — update the project record separately to change the project’s own dates.

Mobile access

Field crews see their assigned events on mobile:

• Operators, Drivers, Labor, Mechanics: see only events where they’re in the personnel list.
• Foremen: see events on their assigned projects.
• Managers, Owners, Bookkeepers: see everything.

The mobile view supports the same day / week / month layouts with role-filtered events.

Company day-off / holiday settings

Under Settings → Scheduling, mark company-wide holidays and regular days off (weekends, etc). The calendar blocks those days from normal scheduling and shows them visually.

Individual personnel leave (leaveStartDate / leaveEndDate on the personnel record) is surfaced on the calendar too — people on leave show as greyed out when you try to assign them.

What’s not here (yet)

• Recurring events — one-offs only. If you have a weekly team meeting, create it each week (or copy the last one).
• Auto-event-creation from timecards — clocking in doesn’t create a calendar event. Scheduling and timecards are independent.
• External calendar sync (Google, iCal) — not available.

Next steps

Projects What gets scheduled on the calendar.

Personnel Mark leave so the calendar knows when to grey people out.

Crews Assign a whole crew to an event in one click.

Quote Requests Schedule Site Visit lives on the quote-request detail dialog — the customer record is created there in the same click.