Finding your way around the Schedule

The Schedule is where all planned work lives — shifts and routes. The same schedule reads three ways; switch with List, Calendar and Board at the top.

The header

• Add multiple — Multiple shifts ("Add multiple shifts at once") opens a grid for many shifts; Allocate routes ("Assign routes to teams") opens the route board, one entry per route workstream. See Adding many shifts at once and Allocating routes to a worker or crew.
• Export — Excel (.xlsx), CSV or PDF sheet of the shifts, and the WHEREABOUTS sheets for clients. It reads Export {n} when shifts are ticked. See Exporting the schedule.
• Publish {n} drafts — publishes the drafts in the current view and tells the team: "{n} shifts published and the team notified." Drafts hidden by your filters or window are left alone, and a draft someone on it isn't allowed to work is kept back as a draft with the reason.
• New shift — see Creating shifts: from draft to published.

The three views

List

On a desktop, the List is a table with three tabs — Published, Drafts and All, each with a count (All is the default). Rows sit under day headings such as Today · Friday 11 September, with the columns Time, Job / site, Team, Team / progress and Status. Shifts open for claiming show how many spots are still free, e.g. 2/3 open to claim. On a phone the List keeps its Drafts and Published sections.

Tick shift rows to change, move, copy, publish, cancel or export them together — see Changing, moving and copying many shifts at once. Each row's menu has Edit shift and Cancel shift.

Calendar

Choose Day, Week or Month, and move with Previous, Today and Next.

• Week stacks full-width cards within each date. Each card shows the time, job, client, site, workers and confirmation state. Switch on Show weekends to see all seven days.
• Day is an hourly timeline grouped by Worker, or by Job. Overlapping work stacks within a lane. Drag within the lane to move a shift, or drag its right edge to resize it, in 15-minute steps. Show unscheduled (for people who manage users) adds workers with nothing on; it is not a check of leave, credentials or availability.
• Month shows the real four, five or six weeks, with up to three entries per date. Select a date or + more to open its day.

In Week and Month, dragging a shift to another date keeps its start time and length. Moving or resizing a published shift asks first — "The team is notified and asked to re-confirm." — with Update & notify or Keep as is. A move that puts someone on work they aren't allowed to do is refused, with Assign anyway for people who hold Override eligibility. Overnight work appears on every date it touches.

Times are in the workspace's time zone, from its operating profile, and the calendar says so (Times shown in Europe/London). Only a workspace with no time zone falls back to your device's.

The calendar marks Draft, Confirmed, Awaiting confirmation, Declined, Unassigned and Open to claim. Once the crew is on site, or the window has ended, a visit's status comes from the visit itself, not from its job: see What a visit's status means below. Worker overlaps opens the clashing shifts, even one your filters hide — see Clashes, leave and who cannot go.

On phones, Calendar keeps its compact agenda and month grid.

Board

One column per person, plus a final Unassigned / claimable column. Drag a card to another column to give the shift to that person; published shifts ask before anyone is told. On a touch screen, press and hold a card to pick it up.

What a visit's status means

Each shift is a visit to its job, and each visit has its own outcome. The crew gives it when they clock out, and the office can give or change it. What the schedule shows for a visit comes from the visit, whatever its job's status:

• On site: someone on the crew is clocked in to the visit now.
• Works complete: the work on this visit is finished.
• Further works: part of the work is done and more is needed. The outcome says what was done and what is left.
• Aborted: the visit could not go ahead. The outcome says why.
• Outcome needed: the window has ended, the crew was on site, and nobody has said how it went.
• Overdue: the window has ended and nobody clocked in.
• Done: there is no outcome, but everyone on the visit ticked it finished or the job is closed. You will mostly see this on route work and on visits from before outcomes were recorded.

An outcome stays with its visit: one that left further works still reads Further works after the job is closed. Where a calendar entry is narrow, Works complete and Outcome needed shorten to Complete and No outcome.

The Overdue window lists the visits reading Outcome needed or Overdue. The dashboard's Overdue shifts card counts them once per visit, however many people were on it.

Route work has no outcome. It reads Done when its work is finished and Overdue when the window ends first, as before.

Opening a shift

Select a shift to open its panel: when and where, the team with each person's confirmation and, once they clock in, their clock times. Outcome appears under the team once the visit has one, or once its window has ended without one. At the bottom:

• Open job opens the job record. It needs Manage jobs.
• See visit opens the visit itself (below).
• Edit shift changes the window, the team or the details.

See visit

See visit brings together everything about this one visit:

• The outcome: how it went, what was done and what is left, and who reported it and when, at clock-out or from the office.
• Last visit and Next visit: the visit before this one on the job, with its outcome and what it left to do, and when the next one is booked.
• Team & attendance: who was on the visit, whether they confirmed, and when each person clocked in and out, with the total time on site. Time clocked outside the site area is flagged.
• Tasks: the shift's checklist and how much of it is done.
• Filed during this visit: the forms, evidence, updates and defects the crew made on the job from the start of the visit until their next visit to it. A report filed from the van that evening still lands on the visit it describes. Evidence needs access to the job's evidence, updates need Manage jobs, and defects need Manage compliance. Evidence shows as thumbnails: click one to see it full size, with who took it and when, and Download to keep a copy. The visit's other photos come with it, so the arrows take you straight to the next. A visit with a lot of evidence shows three rows, and the last tile (+12, for example) opens the rest.

Open job and Edit shift are there too.

Recording an outcome from the office

When nobody said how a visit went, for example because the crew did not clock out, the office can say it for them: Record in the shift panel's Outcome, or Record outcome in See visit. To correct an outcome, choose Change. Then pick one and fill in its notes:

• Works complete: What was completed.
• Further works required: What was done and What is left to do.
• Visit aborted: Why was it aborted?

Save outcome closes the visit for everyone on it, as their own clock-outs would have. Recording an outcome needs Manage schedule or Manage jobs, and works on published visits only. Every outcome, and every change to one, goes on the job's Activity. An outcome can also move the job's status, as set for its workstream; see Jobs, workstreams and statuses.

Routes in every view

Routes appear alongside shifts: rows in the List, cards in the Week calendar, timed entries in Day, compact entries in Month, and cards in their holders' Board columns. They count in calendar totals, confirmation summaries and overlap warnings, and their cards show job progress. Open a route to change its window or crew; dragging and resizing are for ordinary shifts.

Routes follow the Status, Assignee, Workstream and search filters. Filtering by client or site shows only shifts, because a route spans many.

Filtering

• Window (List and Board) — Today & upcoming, Today, Past, Overdue, Unconfirmed or All dates. Past work lists newest first. The dashboard's Overdue shifts and Unconfirmed shifts cards open the List on those windows. The Calendar uses its own Day, Week or Month instead.
• Search jobs, sites or people (on a phone, Search shifts) — matches the shift title, job, client, site, notes and team names.
• Status — All statuses, Drafts or Published.
• Assignee — Anyone, or one person.
• Client — always on a desktop.
• Site — in List and Board only; switching to Calendar clears it.
• Workstream — standard and route workstreams.

On a phone, Client and Site appear only when the loaded shifts have values for them.

When any filter is on, Clear appears. If nothing matches, you'll see "No shifts match" with Clear filters.

Tip: cancelled shifts never appear in any view — the schedule only shows work that is still real. A cancel you've just made can be taken back for 15 seconds; see Cancelled by mistake? Undo within 15 seconds.