How to schedule a job

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

• How to schedule jobs using the Online Dashboard
• How to schedule jobs using the ServiceM8 app
• Links to other relevant articles, including how to dispatch urgent jobs or allocate jobs for completion with a specific timeframe

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.

The video and steps below show the Add Booking window and the Staff Schedules and Calendar views. If your Job card shows an availability calendar when you click Schedule, or your Dispatch Board has a Schedule tab, follow these guides instead:

• How to schedule a job from the Job card in the Online Dashboard
• Using the Staff Schedule in the Online Dashboard

To schedule a job from the job card:

1. Create a new job, or open an existing job.

2. Click Schedule.

3. In the Add Booking window, adjust the booking settings (staff member, duration, date, and time) as needed. As you adjust the settings, the smart booking suggestions will update with possible times.

4. Choose if you want to schedule the job yourself, or if you want to send the client a Booking Link to let them choose an available time.

• 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.

• If you want the client to choose an available time:
  1. Once you have adjusted the booking settings, click Booking Link.

2. An SMS message containing a link that lets a client choose a time will open. Click Send.

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.

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.

2. Find the job you want to schedule in the Jobs list.

3. Drag it to the desired staff member and time slot.

4. 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.)

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 (existing or new).

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.

2. Find the job you want to schedule in the Jobs list.

3. Drag it to the desired day and time.

4. 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.

TIP: In Calendar view, you can also click and drag down an available time slot to schedule a job 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 the ServiceM8 app. You can also use the Schedule on a tablet. The Schedule steps below illustrate the iPad workflow.

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.

The Job Booking window will open. You can choose from the suggestions, or use the parameters to narrow suggestions to a specific staff member, time, or date.

To use a suggested time & staff member:

1. Under Suggestions, tap your preference.

2. 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.

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.

3. 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.

To schedule a job from the Schedule tab on iPad

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.

3. The Job Booking window will open. Tap Job.

   • You can search for a job, or select a job from a job filter or queue.

4. Find and tap the job you want to schedule.

5. Use 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.

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.

Other relevant links

Click the following links to learn more about:

• How to dispatch urgent jobs
• How to allocate jobs for completion within a certain timeframe
• How to create recurring jobs
• How to schedule a job to more than one staff member

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