Scheduling, Work Orders & Dispatch
Set recurring jobs once and let scheduling handle itself, then dispatch your crew each morning.
Scheduling
Navigate to Scheduling > Employee Schedules for the weekly schedule view.
- Week View: Navigate between weeks using the previous/next controls. Each day shows scheduled shifts.
- Create Shift: Select an employee, job, date, and shift type. Quick-select presets:
- Full Day: 7:00 AM - 5:00 PM
- Morning: 7:00 AM - 12:00 PM
- Afternoon: 12:00 PM - 5:00 PM
- Custom: Set any start and end time
- Assign Tasks: Attach scheduled tasks (common tasks) and job-specific tasks to each shift.
- Notes: Add shift notes visible to the employee on their schedule card.
- Edit / Delete: Modify or remove existing shifts from the schedule view.
- Employee View: Employees see their upcoming 14-day schedule from the "Your Schedule" button on the Company Home page. Each schedule card shows the date, times, job name with a map link, notes, and a collapsible list of assigned tasks (from task templates applied to the job).
Permissions: Admins and schedulers can create, edit, and delete shifts. Viewers can view schedules but cannot modify them.
Work Orders
Navigate to Scheduling > Work Orders to manage recurring client service schedules.
- Work orders are templates that define repeating jobs, weekly lawn mowing, bi-weekly cleaning, monthly maintenance, etc. The system automatically generates schedule entries from work orders.
- Create Work Order: Select a job (and optionally a customer), set the recurrence pattern (weekly, bi-weekly, monthly), choose a shift type, and assign employees.
- WO Tags: Apply tags to categorize and filter work orders (e.g., "Weekly", "Priority").
- Assign Employees: Link one or more employees to a work order. When schedules are generated, these employees are automatically assigned.
- Task Links: Attach task templates and scheduled tasks to a work order. Generated schedules inherit these tasks.
- Generate Schedules: Click Generate to create schedule entries for the configured horizon (default: 2 weeks ahead). The system prevents duplicate generation for dates already scheduled.
- Pause / Resume: Temporarily pause a work order to stop generating new schedules without deleting the template.
- Queue: Work orders feed into the Dispatch Board queue for route planning and daily dispatch.
Dispatch Board
Navigate to Scheduling > Dispatch Board for visual route planning and daily dispatching.
- Queue Sidebar: Unscheduled work orders and jobs appear in a queue on the left. Drag items from the queue onto the calendar to schedule them.
- Multi-Week Board: A drag-and-drop calendar showing scheduled work across multiple weeks. Move shifts between days or employees by dragging.
- AI Route Planning: Click the route optimization button to have the AI calculate an efficient driving route for a day's jobs based on GPS coordinates. The AI learns from feedback to improve future suggestions.
- Day Reordering: Manually drag jobs within a day to set the service order.
- Return to Queue: Drag a scheduled item back to the queue to unschedule it.
Permissions: Admins and schedulers can use the dispatch board.
Shift Types
Navigate to Setup Items > Shift Types to manage preset shift time ranges for scheduling.
- Shift types define the start and end times that appear as quick-select presets when creating employee schedules (e.g., "Full Day" 7:00 AM - 5:00 PM).
- Add Shift Type: Enter a name, start time, end time, and sort order.
- Edit: Click Edit to update the name, times, or sort order inline.
- Activate / Deactivate: Controls whether the shift type appears in the scheduler dropdown.
- CSV Import: Bulk import shift types from a CSV file. Download a sample CSV for the correct format.
Scheduled Tasks
Navigate to Setup Items > Scheduled Tasks to manage common task descriptions.
- These are predefined task names that schedulers can select when creating employee schedules (e.g., "Bring safety gear", "Load truck").
- Add Task: Enter a task name and sort order.
- Activate / Deactivate: Controls whether the task appears in scheduler dropdowns.
Task Templates
Navigate to Setup Items > Task Templates to create reusable task checklists that can be assigned to jobs.
- A task template is a named checklist (e.g., "Daily Cleanup" or "Site Inspection") containing ordered task items.
- Create Template: Enter a template name. Click the template to open its detail page.
- Template Detail: Add individual task items with names and sort orders. Tasks can be organized into sections using section headers. Toggle items active/inactive or delete them.
- CSV Import: Bulk import tasks from a CSV file in "append" or "replace" mode. Download a sample CSV for the correct format.
- Assign to Jobs: On the Jobs page, click a job's Templates link to apply one or more templates. When a template is applied to a job, its tasks appear on employee schedules for that job.
- Task History: Navigate to Jobs > Task History to see a full audit trail of every employee task check/uncheck event. Filter by job and lookback period (7, 14, 30, or 90 days).
- Task Retention: Old task completion records are automatically purged based on the task retention setting in Settings. Default is 90 days.
Work Order Tags
Navigate to Setup Items > WO Tags to manage tags that categorize work orders.
- WO Tags are labels you can apply to work orders for filtering and organization (e.g., "Weekly", "Bi-Weekly", "Monthly", "Priority").
- Add Tag: Enter a name and sort order.
- Edit: Click Edit to update the name or sort order inline.
- CSV Import: Bulk import tags from a CSV file.
- Activate / Deactivate: Deactivated tags are hidden from dropdowns.
