Managing Your Schedule

Reschedule jobs, handle unscheduled work, and sync with external calendars.

Rescheduling Jobs

Plans change. Here's how to update job schedules.

When to Reschedule

Common reasons to reschedule:

• Customer requests different time
• Weather delays outdoor work
• Previous job running long
• Equipment or material delays
• Emergency or urgent job takes priority
• Team member unavailable

How to Reschedule

1. Open the job you need to reschedule
2. Click Edit or Reschedule
3. Change the Scheduled Start to new date/time
4. Update the Scheduled End accordingly
5. Update Schedule Notes if relevant
6. Click Save

Rescheduling from Calendar

If your calendar supports drag-and-drop:

1. Open the calendar
2. Click and hold the job block
3. Drag to new time slot
4. Release to reschedule
5. Confirm the change

Note: Drag-and-drop availability depends on your view and device.

Rescheduling Validation

When you save a rescheduled job:

• End time must be after start time
• Past dates are allowed (for record-keeping)
• No automatic conflict checking (review calendar manually)

Communicating Reschedules

When you reschedule, notify affected parties:

Customer Notification

1. Call or message the customer
2. Explain the reason briefly
3. Confirm new date/time works
4. Apologize for inconvenience
5. Send updated confirmation if needed

Team Notification

If team members are assigned:

• They'll see updated schedule in WorkSnap
• Consider direct notification for same-day changes
• Update any shared calendars

Unscheduled Jobs

Jobs without specific appointment times.

What Are Unscheduled Jobs?

Unscheduled jobs are:

• Created but not yet assigned a time
• Waiting for customer confirmation
• Flexible timing (do anytime)
• Backlog or future work

Finding Unscheduled Jobs

1. Go to Jobs
2. Look for jobs without schedule indicators
3. Or filter/sort by schedule status if available

Unscheduled jobs do NOT appear on the calendar.

Scheduling an Unscheduled Job

When ready to commit to a time:

1. Open the unscheduled job
2. Click Edit
3. Set Scheduled Start and Scheduled End
4. Add Schedule Notes
5. Save

The job now appears on your calendar.

Keeping Jobs Unscheduled

It's okay to keep jobs unscheduled when:

• You're waiting for customer availability
• Job timing is flexible
• It's a long-term project with no fixed dates
• You're still estimating the work

Removing a Schedule

To remove scheduling from a job (make it unscheduled):

1. Open the job
2. Click Edit
3. Clear the Scheduled Start field
4. Clear the Scheduled End field
5. Save

The job will no longer appear on the calendar.

Google Calendar Sync

Sync your WorkSnap schedule to Google Calendar.

Why Sync?

• See work schedule alongside personal events
• Get Google Calendar notifications
• Share availability with others
• Access schedule from any device

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 permission to access your calendar
6. Choose which calendar to sync to
7. Sync is now active

What Syncs to Google Calendar

When you schedule a job, Google Calendar receives:

WorkSnap Field	Google Calendar Field
Job name	Event title
Scheduled Start	Event start time
Scheduled End	Event end time
Job site address	Event location
Schedule notes	Event description
Customer name	Included in description

Automatic Sync Behavior

Action in WorkSnap	Google Calendar Result
Create scheduled job	New event created
Reschedule job	Event time updated
Update job name	Event title updated
Change job address	Event location updated
Remove schedule	Event deleted
Delete job	Event deleted

Sync Timing

• Changes typically sync within minutes
• Allow up to 5 minutes for sync to complete
• Sync requires internet connection

One-Way Sync

Important: Sync is one-way from WorkSnap to Google Calendar. Changes made directly in Google Calendar do NOT sync back to WorkSnap. Always make schedule changes in WorkSnap.

Viewing Synced Events

In Google Calendar:

• Events appear with job details
• Click to see full information
• Event links back to WorkSnap (if configured)

Disconnecting Google Calendar

To stop syncing:

1. Go to Settings > Integrations
2. Find Google Calendar
3. Click Disconnect
4. Existing events remain in Google Calendar
5. Future changes won't sync

Managing Schedule Conflicts

WorkSnap doesn't automatically prevent double-booking. Manage conflicts yourself:

Checking for Conflicts

Before scheduling:

1. Open the calendar
2. Navigate to the proposed date
3. Check for existing jobs at that time
4. Verify you have enough time

Handling Overlaps

If you accidentally schedule overlapping jobs:

1. Identify the conflict
2. Determine which job to move
3. Reschedule one job
4. Notify affected customers

Preventing Conflicts

• Always check calendar before scheduling
• Leave buffer time between jobs
• Consider travel time
• Don't over-commit your day

Schedule Patterns and Habits

Regular Scheduling Patterns

Consider establishing patterns:

• Morning vs. afternoon job types
• Specific days for certain customers
• Weekly recurring work
• Geographic clustering (jobs in same area)

Blocking Personal Time

Options for personal time:

• Leave unscheduled gaps on calendar
• Note personal commitments in schedule notes
• Use Google Calendar for personal events (they'll show alongside work)

Team Scheduling

If you have team members:

Viewing Team Schedules

• See all team members' scheduled jobs
• Filter by team member
• Identify who's available when

Assigning Scheduled Jobs

1. Create and schedule the job
2. Assign to team member
3. They see it on their schedule
4. Their calendar (if connected) updates

Avoiding Team Conflicts

• Check team member's schedule before assigning
• Communicate about schedule changes
• Consider team member locations and travel

Mobile Schedule Management

On your phone:

• View and edit job schedules
• Reschedule on the go
• Check calendar between jobs
• Get directions to next job
• Access schedule notes

Schedule Reports

Track scheduling patterns:

• Jobs scheduled per week/month
• Utilization (scheduled time vs. available time)
• Reschedule frequency
• Most common scheduling times

Access via Reports if available.

Best Practices

For Rescheduling

1. Notify quickly - Tell customers ASAP when rescheduling
2. Offer alternatives - Give new time options
3. Document why - Note reschedule reason for records
4. Don't over-reschedule - Frequent changes hurt credibility

For Unscheduled Jobs

1. Review weekly - Don't forget unscheduled work
2. Follow up - Check with customers on timing
3. Prioritize - Schedule older unscheduled jobs first
4. Set reminders - Follow up on jobs needing scheduling

For Calendar Sync

1. Connect early - Set up sync before heavy scheduling
2. Trust WorkSnap - Make changes there, not in Google
3. Check sync - Verify events appear correctly
4. Use notifications - Let Google Calendar remind you

---

Previous: Using the Calendar Next: Scheduling Common Issues