8. Calendar & Scheduling (Pro)¶

Schedule jobs, manage your calendar, and optimize daily routes.

Note: Calendar features require an active Pro subscription.

8.1 Calendar Overview¶

The calendar helps you manage your schedule, track job appointments, and plan installations.

Access: Go to More > Calendar.

Calendar Views¶

View	Description
Day	Detailed view of a single day's events
Week	Weekly overview with time slots
Month	Monthly calendar with event indicators

Tap any date to see its events, or tap an empty time slot to create a new event.

8.2 Creating Events & Jobs¶

New Event¶

Tap the + button or tap an empty time slot.
Fill in the event details:

Field	Description
Title	Event name (e.g., "Install - Johnson Kitchen")
Date & Time	Start and end time
Location	Address for the event
Client	Link to a CRM client (optional)
Project	Link to a project (optional)
Type	Measurement, Template, Installation, Delivery, Other
Team Members	Assign team members to the event
Notes	Additional details or instructions
Color	Color-code by event type

Tap Save.

Event Types¶

Type	Description
Measurement	On-site measurement appointment
Template	Template creation visit
Fabrication	In-shop fabrication block
Installation	On-site countertop installation
Delivery	Material delivery
Follow-up	Client or project follow-up

8.3 Daily Route Optimization¶

Plan efficient routes for your field appointments:

Go to Calendar > select a day with multiple field events.
Tap Optimize Route.
The app calculates the most efficient order to visit all locations.
View the optimized route on a map.
Tap Navigate to open directions in your preferred maps app.

Route Features¶

Automatic reordering based on distance and time.
Estimated drive time between stops.
View all stops on an interactive map.
Adjust the order manually by dragging events if needed.

8.4 Time Clock¶

Track your team's work hours with the built-in time clock:

Tap the Time Clock button on the main screen (or from the Calendar).
Tap Clock In to start tracking time.
Optionally link the time entry to a project or activity.
Tap Clock Out when the work session ends.

Off-Schedule Clock Events¶

If a team member clocks in outside their regular schedule, the app prompts for a reason. Quick-select reason chips are available (e.g., "Extra hours", "Customer request", "Emergency") so the team member can explain without typing.

Clock Notifications¶

Team members and managers receive push notifications for clock events:

Notification	Who Receives It
Clock In	The user + admins/owners
Clock Out	The user + admins/owners
Break Start	The user
Break End	The user
Off-Schedule	Admins/owners (for review)

Tapping a clock notification navigates directly to the Time Clock screen.

Time Clock Review (Pro)¶

Pro Feature

Time Clock Review requires a Pro subscription.

Managers can review and approve time entries:

Go to More > Reports > Time Clock Review.
View pending time entries submitted by team members.
Approve, reject, or edit entries (adjust start/end times, add notes).
Reviewed entries are marked as approved for payroll purposes.

Time Clock Reports with team-wide data require a Pro subscription. Individual time tracking is available on all plans.

8.5 Productivity Dashboard¶

Track your team's scheduling efficiency:

Jobs completed this week/month
Total hours scheduled
Travel time between appointments
Utilization rate — percentage of available hours that are booked

Access from the Calendar screen or the main Dashboard analytics widgets.

8.6 Scheduling Intelligence¶

Pro Feature

Scheduling Intelligence requires an active Pro subscription.

Let the app suggest optimal time slots for your appointments:

When creating a new event, tap Suggest Time.
The system analyzes your existing schedule, team capacity, and location data to recommend the best available slots.
Choose from the suggested slots or adjust manually.

Intelligent Features¶

Feature	Description
Auto-Schedule	Automatically schedule activities based on priority, location, and team availability
Smart Suggestions	AI-powered time slot recommendations that minimize travel time and maximize productivity
Capacity Planning	View team workload across days/weeks to identify overbooked or underutilized periods
Workload Balancing	Distribute work evenly across team members based on skills and availability

Auto-Scheduling¶

For bulk scheduling:

Go to Calendar > Auto-Schedule.
Select the unscheduled activities you want to assign.
The system calculates the optimal schedule considering location, team member skills, and existing appointments.
Review the proposed schedule and tap Apply.

8.7 Deadline Reminders¶

Stay on top of project deadlines with automated reminders:

Go to More > Reminders (or access from the Calendar).
View upcoming deadline reminders organized by urgency.
Tap + New Reminder to create a custom reminder.

Automatic Reminders¶

The system automatically generates reminders for:

Project deadlines — Configurable days before the due date
Quote expirations — When quotes are about to expire
Activity reminders — 24 hours and 4 hours before scheduled activities

Daily Summary¶

Every morning at 8:00 AM, you receive a daily summary of:

Today's deadlines
Overdue items
Upcoming reminders for the next few days

Configure reminder preferences in Settings > Notifications.

8.8 Activity Checklists¶

Add task checklists to scheduled activities:

Open an activity/event.
Scroll to the Checklist section.
Add checklist items (e.g., "Disconnect plumbing", "Remove old countertop", "Check level").
Check off items as they are completed on-site.

Linked to CRM

Events linked to a project automatically update the project's Kanban stage. For example, scheduling a fabrication activity moves the project to Production. See CRM > Kanban Board for details on automatic stage transitions.

Activity Photos¶

Document completed work by attaching photos to activities:

Open an activity.
Tap Add Photo to capture or upload photos.
Photos are stored with the activity record for reference and quality assurance.

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