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Schedule Visits and Tasks

Create visits and tasks, drag work onto the calendar, and unschedule it when plans change.

A Visit is a dated occurrence of work on a Job — it's what your crew actually drives to. A Task is a standalone to-do, like an on-site estimate or a supply run. Both are created and managed from the Calendar, and visits can also be scheduled straight from a Job.

Create a visit from the calendar

  1. On the Calendar, click Add, then New Visit.
  2. Pick the Job the visit belongs to (search by number or name). The job can't be changed after the visit is created.
  3. Under Schedule, choose the When state:
    • Pinned date — a specific Date, with a Start time and End time or All day.
    • TBD by month — commit to a Month without picking the day yet. The visit waits in the calendar's TBD drawer.
    • Unscheduled — no date at all; the visit sits in the Unscheduled drawer.
  4. Adjust the Visit location if the work happens somewhere other than the Job's default location.
  5. Add Assignees (mark one as Primary), Tags, and notes — Office Notes (internal), Crew Notes (shown to the crew on the work order), and Client Notes (shown to the customer at completion).
  6. Click Save.

Note: Pinned dates are only available once the Job is in the Active stage. While it's still a proposal, you can mark a TBD month or leave the visit unscheduled — a useful way to pencil in demand you expect to win.

Create a visit from a job

On a Job's page, the Visits section lists every visit with its status and schedule. Click Schedule Visit to open the same New Visit form with the job pre-selected. Some job stages don't allow new visits; the button tells you when that's the case.

Create a task

Click Add, then New Task. Give it a Title and choose its Kind:

  • General — any to-do.
  • On-site Estimate — a sales appointment. These can only be linked to Lead-stage Jobs, and from the task's detail view you can later use Convert to Proposal to turn the estimate into a priced proposal.

Tasks take the same schedule states, assignees, tags, and notes as visits, plus an optional Description, a Linked Client, and a Purchase Order link (PO tasks get a badge on the calendar). If a task with the same title is already scheduled for one of the chosen assignees on that date, the form warns you before saving.

Scheduling by drag and drop

The fastest way to schedule is dragging:

  • Drag a chip out of the Unscheduled or TBD drawer onto a day to pin it.
  • In Week or Day view, drop onto a time slot to set the start time, and drag the resize handle to change the duration.
  • In the Production, Sales, or Crew views, drop onto a team member's row to schedule the work and make that person the primary assignee in one motion. Drop onto the Unassigned row to clear the primary.
  • Drag a scheduled chip back into the drawer to unschedule it, or into the TBD section to park it on a month.

Completed or cancelled items can't be moved, and visits on proposal-stage jobs can't be given a pinned date until the job is promoted. Keyboard users can press Space or Enter on a chip to pick it up, arrow keys to move it, and Space or Enter again to drop.

Work with a scheduled event

Click any chip to open its detail drawer. From the header you can Edit, Reschedule, Cancel (with a reason such as weather or customer reschedule), or Mark Complete. The drawer also shows the schedule, location, assignees, tags, notes, line items, documents, and an activity feed. When you mark a visit complete you can verify the billed and actual quantities on its line items before they flow to the invoice, and optionally record weather conditions.