Job Scheduling & Calendar

Schedule jobs and sync with your calendar in WorkSnap Pro.

Scheduling Overview

Job scheduling in WorkSnap Pro includes:

• Setting specific appointment times
• Adding schedule notes
• Syncing to Google Calendar
• Viewing scheduled jobs on a calendar
• Rescheduling jobs easily

Setting a Job Schedule

When Creating a Job

1. Navigate to Jobs > New Job
2. Fill in job details
3. In the Schedule section:
   • Set Scheduled Start (date and time)
   • Set Scheduled End (date and time)
   • Add Schedule Notes if needed
4. Save the job

For Existing Jobs

1. Open the job
2. Click Edit or Schedule
3. Set or modify schedule times
4. Save changes

Schedule Fields

Field	Description	Example
Scheduled Start	When to arrive/begin	Jan 15, 9:00 AM
Scheduled End	Expected finish time	Jan 15, 12:00 PM
Schedule Notes	Special instructions	"Customer home after 10am"

Schedule Notes Ideas

Use schedule notes for:

• Access codes or gate instructions
• Parking information
• Contact person on site
• Special equipment needed
• Weather-dependent notes

Calendar View

Viewing Scheduled Jobs

1. Go to Schedule or Calendar
2. See jobs displayed on calendar
3. Jobs show with:
   • Job name
   • Customer name
   • Scheduled time
   • Status color

Calendar Views

View	Shows
Day	Single day schedule
Week	Weekly overview
Month	Monthly calendar

Calendar Features

• Click job to view details
• Drag to reschedule (if supported)
• Color-coded by status
• Filter by team member

Google Calendar Sync

Sync scheduled jobs to Google Calendar automatically.

Setting Up Google Calendar Sync

1. Go to Settings > Integrations
2. Find Google Calendar
3. Click Connect
4. Sign in to your Google account
5. Grant WorkSnap access to your calendar
6. Sync is now active

How Sync Works

Action in WorkSnap	Google Calendar Result
Create scheduled job	Event created
Update job schedule	Event updated
Reschedule job	Event time changes
Delete job	Event removed
Change job name	Event title updates

What Syncs to Google Calendar

Events include:

• Job name as event title
• Customer name
• Job site address as location
• Schedule notes in description
• Start and end times

Viewing Synced Events

In Google Calendar, you'll see:

• WorkSnap job events on your calendar
• Click to see job details
• Events update automatically when you change jobs in WorkSnap

Note: Changes made directly in Google Calendar don't sync back to WorkSnap. Always make schedule changes in WorkSnap to keep both systems accurate.

Rescheduling Jobs

Quick Reschedule

1. Open the job
2. Click Reschedule or edit schedule fields
3. Select new date and time
4. Save changes
5. Calendar updates automatically

From Calendar View

1. Go to Schedule
2. Find the job on calendar
3. Drag to new time slot (if drag-and-drop supported)
4. Or click and edit times
5. Confirm change

Reschedule Validation

When rescheduling:

• End time must be after start time
• Past dates are allowed (for record-keeping)
• Calendar sync updates automatically

Scheduling Multiple Jobs

Same Day Scheduling

When scheduling multiple jobs:

• Check for time conflicts
• Allow travel time between jobs
• Consider job duration estimates
• View day view to see gaps

Job Duration

Set realistic end times based on:

• Type of work
• Job complexity
• Travel needs
• Buffer for unexpected issues

Schedule and Job Site Address

Using Job Addresses

The job site address helps with:

• Navigation to job
• Calendar event location
• Route planning
• Customer communication

Setting Job Address

1. When creating/editing job
2. Fill in address fields:
   • Street address
   • City, State, ZIP
3. Address appears in calendar events

Team Scheduling

If you have team members:

Viewing Team Schedules

• See all team members' schedules
• Filter by team member
• Identify availability
• Prevent double-booking

Assigning Scheduled Jobs

1. Schedule the job
2. Assign team member
3. Job appears on their schedule
4. They receive notification (if enabled)

Unscheduled Jobs

Jobs without scheduled times:

• Don't appear on calendar
• Show in job list with no schedule indicator
• Can be scheduled later
• Useful for jobs awaiting confirmation

Finding Unscheduled Jobs

1. Go to Jobs
2. Filter by "Unscheduled" if available
3. Or sort by schedule to see gaps

Schedule Notifications

Depending on settings:

For You

• Upcoming job reminders
• Schedule change alerts
• Daily schedule summary

For Customers

• Appointment confirmations
• Reminder before scheduled time
• Reschedule notifications

Mobile Schedule Access

From your phone:

• View today's schedule
• See job details and address
• Get directions to job site
• Check schedule notes
• Reschedule if needed

Best Practices

Scheduling

1. Set realistic times - Include buffer for delays
2. Add travel time - Don't book back-to-back
3. Use schedule notes - Include access details
4. Confirm with customers - Verify times work

Calendar Sync

1. Connect early - Set up before heavy scheduling
2. One source of truth - Make changes in WorkSnap
3. Check sync status - Verify events appear
4. Use calendar reminders - Leverage Google Calendar features

Rescheduling

1. Notify customers - Communicate changes promptly
2. Update notes - Note why rescheduled
3. Check conflicts - Verify new time works
4. Confirm receipt - Ensure customer got the update

Troubleshooting

Job Not Appearing on Calendar

• Verify job has scheduled start time set
• Check calendar filter settings
• Refresh the calendar view
• Verify you're viewing the correct date range

Google Calendar Not Syncing

• Check integration is connected in Settings
• Verify Google account access
• Try disconnecting and reconnecting
• Allow a few minutes for sync

Wrong Time on Calendar

• Check your organization's timezone setting
• Verify the scheduled times in job detail
• Update and save the job again

---

Previous: Job Status & Lifecycle Next: Common Issues & Troubleshooting