Glossary

The words the app uses, and what each one means.

Agreement
A written agreement with a customer: the term, the notice periods and the yearly price rise. The customer reads it online and accepts it by typing their name. Read more: What an agreement is
Automatic mode
The setting Let the diary plan itself. The diary places every due visit for you, pencils it in, and confirms it the number of days ahead you set. Read more: Automatic and self mode
Break window
The times, set in Settings, between which each team member's lunch and breaks start. The diary places the break in a gap between visits inside it. Read more: How breaks are placed in each team member's day
Cancelled
A visit that will not happen. It stays on the record with its reason, and can wait on Waiting to be scheduled for a new slot. Read more: Cancelling a visit or a day
Confirmed
A visit that keeps its day and its team member. The diary never moves it by itself, and the customer is emailed when it confirms if visit emails are on. Read more: Pencilled, confirmed and pinned visits
Cooling-off period
The 14 days after a customer accepts an agreement, during which they can cancel it straight away from their page. Read more: The cooling-off period
Crew
Two or more team members who go out together on the days you tick. They share one column on the diary. Read more: Crews
Customer page
A customer's own page, opened from a private link with no sign in: their visits, their requests, their access instructions and their agreement. Read more: The customer's page and link
Draft
A quote, job or service you started in the add sheet and saved to finish later. Nothing is booked or sent until you do. Read more: Drafts
Due
A visit is due when its frequency says it should happen. Beyond the weeks the diary plans, due visits show as the visits to expect. Read more: Reading the diary and its key
Expected visit
A visit the diary expects beyond the weeks it plans, drawn where the customer's visits usually go. Nothing is booked yet. Read more: Reading the diary and its key
Extra day
Working hours added for a team member on a day they do not usually work. The diary treats them as ordinary hours. Read more: One-off hours or a day
Flex
How much earlier a team member can start, or later finish, on a day. The diary uses it only when a visit cannot otherwise fit. Read more: What are flex hours and when does the diary use them?
Invoice date
The day a visit is invoiced: a number of days after the visit, or the end of the month, set on each service. Read more: How invoices are made
Layout
The columns of the invoices file, set to match your accounting software or a plain spreadsheet. You can customise it. Read more: The five layouts
Loaded cost
A team member's pay plus their additional employment costs, such as National Insurance and pension. Read more: The pay export
Looking ahead
The dashboard card with the visits, hours, booking value, team costs and profit for the week, the next four weeks or the year. Read more: Looking ahead
Missed
A visit whose due window passed before it was placed. It is recorded with the reason and waits to be rescheduled. Read more: Missed visits and cancellations
Morning or afternoon
What customers are told about the time of a visit. They are never given a clock time. Read more: Visit confirmations
Not rescheduled
A cancelled or missed visit you pressed Don't reschedule on. No new visit will be booked for it. Read more: Reschedule or Don't reschedule
Notice period
How far ahead a customer is told before a new price starts, or before an agreement ends. Read more: Notice periods
On leave
A team member's absence: holiday, sickness, an appointment, training or another reason. The diary shows the day as On leave. Read more: Leave
One-off job
Work done once and not repeated, such as clearing the gutters. Read more: Adding a one-off job
Overloaded
A day with more work than the team member's hours and flex allow. The diary never does this by itself; it follows a choice you made or a later change. Read more: What an overloaded day is and how to clear it
Pause
Stopping a property's visits for a while without ending anything. Visits already confirmed stay. Read more: Pausing and ending
Pencilled
A visit the diary has placed but not yet confirmed. The diary may still move it. Read more: Pencilled, confirmed and pinned visits
Pinned
A visit whose place is yours: placed or moved by you, or on a fixed day or team member. The diary never moves it. Read more: Pencilled, confirmed and pinned visits
Price review
The time to look at a price again: a set number of months after it last changed, or once a year in the month you choose. Read more: Price reviews
Quote
Work sent to a customer to accept or reject online. Nothing is booked until they accept or you mark it agreed. Read more: Quotes
Ready to send
The page where agreement updates and agreement price rises wait for you to review and send. Read more: Updates to an agreement
Rebalancing
The nightly check that moves a settled routine off a day that is full most weeks, or suggests the move in self mode. Read more: Why the diary moved a customer's routine
Regular service
Work that repeats on a frequency, such as a fortnightly lawn cut. Read more: Adding a regular service
Regular slot
In self mode, the team member, weekday and time a customer's visits follow once you place one visit for every visit like it. Read more: Automatic and self mode
Rescheduled
A cancelled or missed visit that has a new visit booked. Read more: Reschedule or Don't reschedule
Season
The part of the year a service runs at its main frequency. Outside it the service can run less often, or not at all. Read more: Seasons
Self mode
The setting I place visits myself. The diary shows what is due and you place each visit. Read more: Automatic and self mode
Settled routine
In automatic mode, the team member and weekday a customer keeps once their visits have been placed with them the set number of times in a row. Read more: What a settled routine is and how a customer settles
Suggested slot
A free place in the diary the app offers for a visit or job, with whether it fits, needs flex or moves one visit. Read more: Suggested slots
Team member page
A team member's own page, opened from a private link with no login: their visits, addresses, access instructions, keys and route. Read more: The team member's page
To do
The dashboard's list of everything waiting on you, such as quotes, price reviews and visits to schedule. Read more: To do
Update
A change to a signed agreement, such as a property added, sent to the customer from Ready to send. Read more: Updates to an agreement
Waiting to be scheduled
The page for visits that need a slot: visits to be placed, and cancelled or missed visits to be rescheduled. Read more: Waiting to be scheduled