Scheduling Jobs

Schedule jobs with specific appointment times in WorkSnap Pro.

Understanding Job Scheduling

Job scheduling lets you set specific times for when work will happen. A scheduled job includes:

• Scheduled Start: When you'll arrive or begin work
• Scheduled End: When you expect to finish
• Schedule Notes: Access codes, special instructions, or reminders

Scheduled jobs appear on your calendar and can sync to Google Calendar.

When to Schedule a Job

Schedule jobs when you have:

• A confirmed appointment with the customer
• A specific time slot blocked for the work
• Team members who need to know when to show up

You can also leave jobs unscheduled if you haven't confirmed timing yet.

Scheduling a New Job

During Job Creation

1. Navigate to Jobs > New Job
2. Fill in basic job information (name, customer)
3. In the Schedule section:
   • Click the Scheduled Start field
   • Select a date from the calendar
   • Set the start time
   • Click the Scheduled End field
   • Select the end date (usually same day)
   • Set the end time
4. Add Schedule Notes if needed
5. Click Save

Schedule Fields

Field	Description	Example
Scheduled Start	Date and time to begin	Jan 15, 2025 at 9:00 AM
Scheduled End	Date and time to finish	Jan 15, 2025 at 12:00 PM
Schedule Notes	Special instructions	"Park in driveway, ring doorbell"

Scheduling an Existing Job

For jobs created without a schedule:

1. Open the job
2. Click Edit or find the schedule section
3. Set Scheduled Start date and time
4. Set Scheduled End date and time
5. Add Schedule Notes as needed
6. Click Save

Setting Realistic Times

Duration Planning

Consider these factors when setting end times:

Factor	Add Time For
Job complexity	Complex jobs take longer
Travel to site	If coming from another job
Setup/cleanup	Equipment setup and breakdown
Customer walkthrough	Final review with customer
Buffer	Unexpected issues

Common Duration Examples

Job Type	Typical Duration
Quick repair	1-2 hours
Half-day project	4-5 hours
Full-day project	8 hours
Multi-day project	Schedule first day only, update as needed

Schedule Notes

Use schedule notes to capture important information:

What to Include

• Access instructions: Gate codes, key locations, alarm codes
• Parking info: Where to park, permit requirements
• Contact on site: Who to ask for, phone number
• Equipment reminders: Special tools or materials needed
• Customer preferences: Early arrival OK? Pets on site?

Example Schedule Notes

Gate code: 1234#
Park on street (driveway under construction)
Customer at work until 3pm - call before arriving
Bring tall ladder - 14ft ceilings
Dog in backyard - use front door only

Scheduled vs. Unscheduled Jobs

Scheduled Jobs	Unscheduled Jobs
Appear on calendar	Don't appear on calendar
Have specific appointment times	No committed times
Sync to Google Calendar	Not synced
Ready to work	Still need scheduling

Finding Unscheduled Jobs

To see jobs that need scheduling:

1. Go to Jobs
2. Look for jobs without schedule indicators
3. Or filter by "Unscheduled" if available

Multi-Day Jobs

For jobs spanning multiple days:

Option 1: Schedule First Day Only

1. Schedule the first day with start/end times
2. Update schedule each day as you progress
3. Flexible for jobs with uncertain duration

Option 2: Schedule Full Range

1. Set Scheduled Start to first day's start time
2. Set Scheduled End to last day's end time
3. Job shows as spanning the full period

Tip: For long projects, many users prefer scheduling week-by-week and updating as they go.

Same-Day Scheduling

Scheduling multiple jobs on the same day:

1. Check your calendar for existing commitments
2. Leave travel time between jobs
3. Don't overlap scheduled times
4. Consider job location when sequencing

Example Same-Day Schedule

Job	Time	Location
Smith Kitchen	8:00 AM - 11:00 AM	123 Oak St
Travel	11:00 AM - 11:30 AM	—
Johnson Bathroom	11:30 AM - 2:30 PM	456 Elm Ave
Travel	2:30 PM - 3:00 PM	—
Williams Deck	3:00 PM - 6:00 PM	789 Pine Rd

Job Site Address

Include the job site address for navigation:

Setting Job Address

1. When creating or editing the job
2. Fill in address fields:
   • Street Address
   • City
   • State
   • ZIP/Postal Code
3. Address shows in calendar events
4. Click address to open in maps

Using Address for Navigation

• Address appears in job details
• Calendar events include location
• Click to open in your maps app
• Share with team members

Communicating Schedule to Customers

After scheduling, let customers know:

What to Communicate

• Date and time of appointment
• Expected duration
• What to prepare (clear area, be home, etc.)
• Your contact information
• Rescheduling policy

Communication Methods

• Email from WorkSnap
• Phone call
• Text message
• Calendar invitation (via Google Calendar sync)

What Happens After Scheduling

Once a job is scheduled:

1. Calendar appears: Job shows on your WorkSnap calendar
2. Google Calendar syncs: If connected, event creates in Google Calendar
3. Team sees schedule: Assigned team members can view
4. Customer notification: Send appointment confirmation if desired

Best Practices

1. Confirm before scheduling - Verify time with customer first
2. Be realistic - Don't over-schedule your day
3. Include buffer time - Jobs often take longer than expected
4. Update promptly - Change schedule when plans change
5. Use notes - Document access and special instructions
6. Check calendar first - Avoid double-booking

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Next: Using the Calendar