Scheduling Jobs
Scheduling determines when jobs happen. Good scheduling balances customer needs, staff availability, and efficient routing to get the most done with your resources.
Scheduling Methods
Method |
Best For |
|---|---|
Specific Time |
Customer requested a particular time |
Time Window |
Flexible within a range (e.g., "Morning") |
Any Time |
Customer available all day |
ASAP |
As soon as possible |
Setting Schedule When Creating Jobs
Create the job from rental or manually
Set scheduled date
Choose time option:
Specific time — Select exact time (e.g., 9:00 AM)
Time window — Select AM, PM, or custom range
All day — Flexible timing
Save
Time Windows
Pre-defined windows simplify scheduling:
Window |
Time Range |
|---|---|
Morning (AM) |
7:00 AM – 12:00 PM |
Afternoon (PM) |
12:00 PM – 5:00 PM |
Custom |
You define start and end |
💡
Tip: Time windows give you flexibility to optimise routes while still meeting customer expectations.
Rescheduling Jobs
Open the job
Click the date/time
Select new date and time
Add reason (optional but recommended)
Save
If the job is assigned, the staff member is notified of the change.
Drag to Reschedule
On the dispatch board timeline view:
Click and drag a job card
Move to new day or time slot
Drop to reschedule
This is the fastest way to shuffle jobs around.
Checking Staff Availability
Before scheduling, check who's available:
View the roster for the day
See who's rostered to work
Check existing assignments — don't overload
The dispatch board shows staff availability visually.
Scheduling Considerations
Travel Time
Leave gaps between jobs for travel. The map view helps estimate distances.
Job Duration
Estimate how long each job takes:
Simple delivery — 15-30 minutes
Large delivery — 30-60 minutes
Installation — 1-4 hours depending on complexity
Customer Availability
Note if the customer has specific requirements:
Site access hours
When someone will be there to receive
Restricted delivery times
The Timeline View
See jobs plotted on a timeline:
Go to Logistics
Click "Timeline" view
See jobs as blocks across the day
Identify gaps and conflicts
Overlapping blocks indicate potential conflicts.
Optimising Routes
Group jobs geographically:
Switch to Map view
See job locations plotted
Identify clusters in same area
Assign clusters to same driver
Recurring Schedules
For regular jobs (weekly service, etc.):
Create the first job
Click "Make Recurring"
Set frequency: Weekly, fortnightly, monthly
Set end date or number of occurrences
Save
Future jobs are created automatically.
Handling Conflicts
When scheduling creates conflicts:
Staff double-booked — System warns before saving
Vehicle already assigned — Choose different vehicle or time
Outside business hours — Confirm intentional scheduling
Tips for Scheduling
📝 Start with Fixed Times
Schedule customer-requested times first, then fill around them.
💰 Group by Area
Minimise driving by clustering nearby jobs.
📂 Leave Buffers
Things take longer than expected. Build in slack time.
🎯 Communicate Early
Let customers know their delivery window as soon as possible.
ℹ️
Note: Jobs scheduled outside of staff working hours will show a warning. You can still create them, but ensure someone will actually be working.