How to schedule jobs

There are many ways to schedule jobs in ServiceM8. This article reviews:

 

Scheduling jobs using the Online Dashboard

ServiceM8 booking suggestions make it easy to schedule a job directly from the job card at any time. However, you can also schedule jobs from the Dispatch Board using the Staff Schedules view and the Calendar view.

To schedule a job from the job card:

  1. Create a new job, or open an existing job.
  2. Click Schedule. You can now choose if you want to schedule the job yourself, or if you want to send the client a link letting them choose an available time.
schedule icon on job card
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  1. In the Add Booking window, adjust the booking settings (staff member, duration, date, and time) as needed. The default setting is a 1 hour duration, with the first available staff member on the next available business day. As you adjust the settings, the smart booking suggestions will update with possible times.
  • If you want to schedule the job yourself:
    1. Click the first suggested booking. You will see the staff member's calendar in the pane on the right. If it's not suitable, click bookings until you find one that works.
    2. Click Save Booking.
add booking window on job card
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  • If you want the client to choose an available time:
    1. Once you have adjusted the booking settings, click Booking Link.
booking link on job card
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  1. An SMS message containing a link that lets a client choose a time will open. Click Send.
sms template for booking link
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Upon opening the link, the client can choose a time that meets your booking settings. ServiceM8 will update the job diary and staff member's lists accordingly.

client-facing booking window
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To schedule a job from the Staff Schedules view:

  1. From the Dispatch Board, click Staff Schedules. You can display schedules by day, week, 2 weeks, or month.
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  1. Find the job you want to schedule in the Jobs pane.
  2. Drag it to the desired staff member and time slot.
  3. To adjust the duration of the appointment, drag the edge to lengthen or shorten as needed. (You can also double-click the job to edit the booking settings.)
dragging and dropping a job to schedule
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TIP: Rather than drag a job over, you can also click and drag on a staff member's available time slot to schedule a job.

scheduling by time slot
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To schedule a job from the Calendar view:

  1. From the Dispatch Board, click Calendar. You can display schedules by day, week, 2 weeks, or month.
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  1. Find the job you want to schedule in the Jobs pane.
  2. Drag it to the desired day and time.
  3. Select your desired staff member and job duration, then click Save Booking.
    • Multiple bookings can happen in the same time slot. Each staff member will have their own colour on the calendar display.
dragging and dropping a job in Calendar view
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TIP: In Calendar view, you can also click and drag on an available time slot to schedule a job. In Calendar view, you drag down and assign a staff member.

Scheduling jobs using the ServiceM8 mobile app

ServiceM8 booking suggestions make it easy to schedule a job directly from the job card using your mobile device. If you are using an iPad, you can also schedule jobs from the Schedule tab.

To schedule a job from the job card:

  1. Tap Jobs and find the job you would like to schedule. Tap the job to open its job card.
  2. Scroll down and tap Add Booking.
adding a booking from the job card
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The Job Booking window will open. You can use ServiceM8 smart booking suggestions to book the job to the earliest available opening, or to a specific staff member, time, or date.

To book a job to the earliest available opening:

  1. Under Suggestions, tap your preferred opening for an appropriate staff member.
    • The earliest available opening for a staff member will always be the first suggestion.
earliest available booking
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  1. You will see the job against the staff member's calendar. (You can tap it again if you want to expand the calendar view.)
    • If you are not satisfied, tap another suggestion.
    • If you are satisfied, tap Book.
booking represented in staff member calendar
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If you or your client have a preferred staff member, time, or date:

  1. Tap Date or Time and populate accordingly.
  2. Under Suggestions, tap your preferred opening for an appropriate staff member.
suggestions with booking parameters
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  1. You will see the job against the staff member's calendar.
    • If you are not satisfied, tap another suggestion.
    • If you are satisfied, tap Book.
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To schedule a job from the Schedule tab (iPad only):

  1. Tap Schedule.
    • Navigate between days by swiping or by using the left and right arrows, or tap the date heading to bring up a calendar to jump to a date.
  2. Tap Schedule Job.
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  1. The Job Booking window will open. Tap Job .
    • You can search for a job, or select a job from a job filter or queue.
  2. Find and tap the job you want to schedule.
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  1. Use ServiceM8 smart booking suggestions to book the job to the earliest available opening, or to a specific staff member, time, or date. When you are satisfied, tap a suggestion, then tap Book.
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TIP: From the Schedules tab, you can also tap and hold on an available time for a staff member to open the Job Booking window for that time slot and staff member.

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