Let the diary place it, or choose the slot

When you add an agreed one-off job, decide whether the diary finds its slot or you choose the day, team member and time yourself.

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What it is#

An agreed one-off job needs a slot. The sheet asks who picks it. You can leave it to the diary, which finds the best slot within a number of days, or you can choose the slot yourself.

When to use it#

Let the diary place it when the day does not matter much and you want the work to fit around the rest of the week. Choose the slot when the customer has asked for a particular day, or you want a particular team member or time.

How to do it#

  1. Press Add a one-off job on the dashboard or the diary, and fill in the customer and The job.
  2. Under What happens next, choose Agreed.
  3. Under When, choose one of:
    • Let the diary place it, and set Within the next so many days. It is 7 unless you change it, up to 60. The diary places it from tomorrow at the earliest.
    • Choose the slot, then pick one of the Suggested slots, or press Show the diary and tap a free slot there.
  4. If you chose the slot and the gap is too short, press Move later visits to fit to see what would move.
  5. Press Add job.

If you choose the slot but do not pick one, the sheet says Choose a slot, or let the diary place it and nothing is saved.

What your customer sees#

If you tick Email the customer what has been agreed, they get an email saying the work is agreed. When the diary is placing it, the day is not known yet, and the email says so.

When the job is confirmed, the customer gets a visit confirmation with the day and whether to expect you in the morning or the afternoon. A job placed inside your confirm window is confirmed and emailed at once. The customer is never told a clock time.

What happens next#

With Let the diary place it, the job is pencilled with no team member yet, and in automatic mode a planning pass runs at once. You are told where it went, for example that the hedge trim is placed on Thursday with a named team member. If it could not be placed within the days you gave, it waits on Waiting to be scheduled.

With Choose the slot, the job is booked on that day, with that team member, at that start. It is confirmed and pinned, and the planner never moves it. Nothing else moves unless you pressed Move later visits to fit.

If the job is today or tomorrow, the team member is emailed the day and the start time.

Good to know#

  • The diary itself never places a job today. You can choose today yourself with Choose the slot.
  • In self mode ("I place visits myself"), the first choice is Add to Waiting to be scheduled instead of Let the diary place it. The job then waits on that page until you choose its slot.
  • A quote asks On a day or Any day between instead, because nothing is booked until the customer accepts.
  • Suggested slots are the same in both modes.

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