Schedule in the Jobber App Updated September 25, 2023 22:53

Overview

The Schedule tab of the Jobber App is where you can see your upcoming appointments so that you know where you'll be going and what you'll be doing both today and in the future. 

There are five schedule views in the Jobber App:

• A day view where you see one day at a time and items on the schedule are blocked off based on their duration with anytime visits at the top.
• A week view where you see the full week with columns for each day of the week. Schedule items are blocked off based on their duration with anytime visits at the top.
• A list view where schedule items appear as cards in a list. The cards are ordered by time with schedule items at the top of the list and anytime visits below. Active visit timers show on the list view.
• A 3 day view where you can see 3 days of the schedule at a time. Schedule items are blocked off based on their duration with anytime visits at the top.
• A map view where the appointments and tasks (that have property addresses associated with them) are displayed geographically on a map. This view shows the schedule for one day at a time.

These schedule views display your:

• Visits: Visits are each time that you go out to a client's property to do work. When visits are completed, they appear crossed out on the schedule. 
• Tasks: Tasks are things you wouldn't typically bill for. This might include errands or reminders for you and your team. When tasks are completed, they appear crossed out on the schedule. 
• Events: Events are automatically assigned to your whole team. They are a good fit for team meetings.
• Requests: On the schedule, these are assessments that have been scheduled as part of a request. These are blocks of time where you might visit a client's property to assess it and put together a quote. When assessments are completed, they appear crossed out on the schedule. 

Using the schedule view options, select the schedule view that works best to visualize your schedule as well as the schedule of other team members.

Using the schedule

Items on the schedule are color-coded so that you know at a quick glance what the item is:

• Green: Visits for a job
• Blue: Tasks
• Yellow: Events
• Purple: Requests

Note: Reminders do not appear in the app.

Tapping each item from the schedule opens the details for that item. 

There is a counter for each user everyday that shows their progress in completing their events for the day.

Note: Calendar events cannot be completed in the Jobber App.

When the app is loaded, the schedule (including visits and tasks) is prefetched for the day when you're in an area with a good internet connection and the data is stored until you're logged out or the app is completely closed. This means that if you move into an area with a poor internet connection, you will have a read-only version of your schedule so that you'll know where you'll be going and what you'll be doing. However since this is read-only, visit timers won't be able to be started or stopped without an internet connection.

Schedule directly 

To quickly create a new job, request, or task tap a blank spot on the schedule at the time you wish to schedule the new appointment. From the bottom menu, select New request, New job, or Add task.

If you have additional team members' schedules set up and you tap a blank spot on their schedule, that team member will be automatically assigned to the newly created item. 

Navigate between dates

From any of the schedule views, tap the Month in the app heading to open a calendar that you can use to view another date. Using the arrows in the top right of the calendar, navigate to another month, then tap the date you'd like to view. 

If you've navigated away from the current date, tap the Calendar icon in the top left of the app to jump back to the current day. 

There is also a mini preview of the days of the week with dates at the top of the schedule. Today's date will be highlighted, but you can jump between dates by tapping on the dates. 

View options

The view options on the schedule are a tool that you can use to choose how to display your schedule and what information to show. To add or remove options from your schedule, tap the View options icon. 

There are two categories of schedule options:

• View
  • Select between the Day, List, 3 Day, Week, or Map views of the schedule.
  • For the map view, set the toggle to ON to show unscheduled appointments. When the toggle is OFF, unscheduled appointments will be hidden. 
  • For the week view, set the toggle to ON to hide weekends and instead show Monday through Friday.
• Team members
  • Select team members to view their schedules side-by-side or to select which team member's schedule to view. Scroll to the right to view all team member's schedules. 

Schedule views

There are five schedule views:

• Day view
• List view
• Week view
• 3 day view
• Map view

To switch between views, tap the View options Icon, then select Day, List, 3 Day, Week, or Map. 

From each schedule view, there is also a smaller view selector that includes the Day view, List view, and Map view.

The day and list views show your own schedule but can be set up to have the schedules for additional team members added in for a team view. To view more team member schedules, tap the View options Icon, then check off each team member to add their schedule, then Apply. From the schedule tab, scroll to the right to view the added team member's schedules.

Each schedule view shows the team member's name so you can tell whose schedule you're looking at as well as a counter to see at a quick glance how many of that person's events are completed for the day.

Day view

The day view is a good way to visualize your day and understand the length of each appointment. The day view will show your visits, tasks, and events laid out in a calendar format with times along the left side of the app.

Anytime appointments appear at the top of the schedule, with scheduled items appearing at the time they are scheduled for. The order the anytime appointments appear follows the routing order set in jobber.com. Learn more about How to Route.

Week view

The week view shows a week worth of your schedule so that you can anticipate what's upcoming in the days ahead. If you do not work weekends, you may wish to use the Hide weekends option to only show days of the week. Tap the View options Icon, then toggle Hide weekends to ON. 

List view

The list schedule is a good view for visualizing your day as a to-do list. This schedule view shows all your appointments for the day as cards. Appointments with a scheduled time are listed first, followed by anytime visits. The order the anytime appointments appear follows the routing order set from jobber.com. Learn more about How to Route.

If you have an active timer running on a visit, the elapsed time will show in the list view. 

If your team members have a timer running on the same visit that you're assigned to, using the team view from the list will show their active timers as well. 

3 day view

The 3 day view shows 3 days of your schedule so that you can see at a quick glance what the next couple of days hold. This schedule view is useful to understand your upcoming workload and if visits can be moved between days for more flexible scheduling. Since the 3 day view has less days visible than the week view, your schedule events appear wider for more visibility. 

The 3 day view will open to the current day with the next two days displayed. To see 3 days after the current 3 day period, scroll left to right from the menu with the days of the week. 

From the view options, the team member selector can be used to select which team member's schedule to view. Weekends are displayed on the 3 week view, so the Hide weekends toggle is greyed out. 

Map view

The map view in the Jobber App shows today's appointments (assessments + visits) and tasks with a property address for all users on a map. To add or remove users from the map, tap the View options icon to select or deselect team members from this view. The team members who are selected for this view will show along the top of the map with their appointment count for the day.

When opening the map view, the map will open so that it's zoomed out to show all the locations of appointments for the day. Appointments are indicated with a pin. Your current location (according to your device's GPS) is indicated by a blue dot on the map.

Note: Location services will need to be enabled on your device to see your current location.

The details for each appointment appear in a card along the bottom of the app, including:

• Appointment time
• Assigned team members (indicated by their initials)
• Client name
• Description
• Address

To view the appointment details, tap the card. This will open that appointment where you can view more or take actions like starting a timer, completing the appointment, or sending an on my way text.

These cards can be swiped to the right to view the details of each appointment for the day. To get directions to the appointment, tap the Directions icon. 

The bottom navigation menu is hidden when the appointment cards are showing to display more of the map.

To minimize the card, use the down arrow to hide it. When the card is minimized, the bottom navigation menu returns and pins on the map will show the initials of the assigned team members so you can tell at a glance who will be going to those appointments. 

If you have no appointments for the day, you will see a banner that states "You have no appointments or tasks".

If your appointments don't have property addresses associated with them, you'll see a banner that says "You have no location based appointments. Tap here to switch to list view". From the list view, you'll see your appointments for the day. 

Unscheduled appointments in the map view

Schedule nearby appointments together so your team can get more done while minimizing their drive time. By knowing where your unscheduled appointments are, you and your team can pick up nearby work more quickly.

Unscheduled visits, assessments, and tasks are visible on the map view of the app when the setting for Show unscheduled appointments on map view is turned ON from your View options. An unscheduled appointment is indicated by an icon with a line through a calendar as well as by an "Unscheduled" heading on the card.

To schedule an unscheduled item, tap on the "Unscheduled" card to open the details. Team members with scheduling permissions can assign or reassign work to other team members who are closer to the client’s property.

Visits

Visits are the scheduled dates and time that you will be doing the work for the job. Visits in the Jobber App can be viewed on the schedule, but also in a list from the job. Depending on the duration of the job, you might have many visits spanning multiple years. The visits section on the job will display the next five visits. To see all the visits, tap View all. 

For jobs with more than five visits, when viewing all visits there are filters to narrow down visits by status. This way you can follow up on late visits or view unscheduled visits since these don't appear on the schedule since they don't have a date and time yet.

To open a visit, tap on it from the list.

Visits appear on the schedule in green and are each time that you go out to a client's property to do work. Tap a visit from the schedule to open the visit details.

From the top of the visit, there are options to:

1. back arrow: navigate back to the schedule
2. phone icon: call this client's (their primary phone number will be used)
3. text message icon: send an on my way text message or on select plans, send a text message.
4. visit icon: this icon indicates what type of schedule item this is:
   • Green truck (icon): Visit 
   • Blue clipboard (icon): Task
   • Yellow calendar (icon): Event
   • Indigo inbox (icon): Request
5. Job status
6. Job title
7. Property address: this is where this visit takes place. Tap the address to copy the address or open the property in Apple Maps, Google Maps, or Waze.
8. Schedule start date
9. Arrival window for this visit. Learn more about arrival windows. 
10. Actions on this visit
    • Start Timer: this button starts a visit timer. This time will be visible from the Time Sheet tab.
    • Complete Visit: this action completes the visit. If you have set this job to invoice per visit, you may be prompted to invoice.
    • ... : These are additional actions on this visit:
      • Get directions: This opens the scheduling app of your choice with direction to the property address.
      • Schedule new visit: This opens the New visit screen where an additional visit for this job can be added.
      • Delete visit: Remove this visit. This option deletes only the visit, not the job.
11. Directions icon: Tap to open directions to the property address in Apple Maps, Google Maps, or Waze. 

Each of these numbers corresponds to a number on the following image:

On the visit there are three tabs: one for Visit, one for Details, and one for Notes. By default, the Visit tab will be selected where you will find additional information about the visit such as instructions, job forms, line items, and schedule details. The Details tab has a link to the client, custom fields, and job details. The Notes tab is where you can add a note or view the note history for this visit. 

Scrolling down through the Visits tab, there is information on:

• Instructions:
  • Tap  + to add instructions or Edit to update existing instructions for this visit.

• Job forms
  • If there are job forms added to this job, tap the Job form title to fill it out.

• • On the job form, you will be able to fill out the fields that were set up from jobber.com. Field types may include checkboxes, short or long answer, or drop-downs. 
  • Once your form is filled out, tap Save to save your entries or ... to save and send an email copy to your client all in one go. Before the email is sent, you'll have an opportunity to look the email over.

• Note: If a user completes the visit when a job form hasn't been filled out, an alert will pop up to let them know the job form is blank. This is a reminder to fill out the job from, if necessary. Tap Cancel to return to the visit, or Complete visit to move ahead with completing the visit without filling out the job form. 

• Line items:
  • Tap + to add line items.
  • For any existing line items on this visit, tap the line item name to edit. Fields that can be edited include the line item name, description, unit price, and quantity. Line items can also be removed from this visit from the Edit line item screen. Any changes made will only update the line items for this visit only, not the job. 

• • Note: If the job was converted from a quote with line item images, the images will carry over onto the job and be visible on both jobs and visits. However, line item images cannot be added or edited from the job or visit, so if you need to make changes to the line item images they must be edited on the quote. 

• Schedule details
  • Tap the Schedule date to change the scheduled date and time for this visit.
    • From the Date field, you can set a day for this visit or set it as unscheduled to be scheduled late. To change this visit to unscheduled, tap the x beside the date to remove the scheduled date.
      Note: An unscheduled visit is created for an unscheduled job.
    • From the Time field, tap the visit time to set a start and end time. If there is a start and end time, but you'd like to change the visit to "anytime", tap the x to remove the start and end time which will default this visit to "anytime".

• Team
  • Tap Team to add or remove team members from this visit, then tap Save Team. The team members assigned will update only this visit, not the job.

Details

• Client 
  • Tap > to view the client's page. The client's page shows an overview of the client's information, their work, and notes.
• Visit details
  • Tap Edit to update the visit title. By default, the format of job and visit titles is set up in jobber.com in your work settings.
  • Job custom fields appear in this section, however they must be edited from the job (rather than the visit)

• Job #
  • Tap > to view the job.
  • The job status also appears in this section.

Notes

•  The notes tab is where you can view, edit, and add notes. Learn more about Notes and Attachments in the Jobber App.
• Tap Add note to create a new note.
• Tap an existing note to edit it. 

•  

Requests

Requests can be created by:

• Tapping a blank space on the schedule from the week or day views
• The quick create menu

Learn more about Creating a Request in the Jobber App.

The fields that can be filled out on a request are:

• Client
• Description
• Any fields set up when your request form was customed
  Note: Customizing a request form must be done from jobber.com. 
  • If you added an online booking option to your request form, those options are available in the app as well to indicate the client's booking preferences. 

Assessment

An assessment is an event that appears on your schedule and is typically the time you would take to visit this property and assess if you're going to move ahead with the work. For many companies, assessments also include writing up a quote

To add an assessment to your request, from the assessment details section tap + to add a schedule. 

From the Schedule assessment screen, add:

• instructions
• a date for the assessment
• assigned team members

Once you're done, tap Save Assessment.

When you are finished with the assessment tap Complete Assessment.

To move your request to the next step in your workflow, tap Convert to Quote or select More Actions (...) > Convert to Job. If the work won't be moving ahead, tap Archive. 

Tasks

Tasks can be created by:

• Tapping a blank space on the schedule, then selecting Add task from the menu.
• Tapping the quick create menu (+ icon), then selecting Task. 

From the Create task screen, you'll be prompted to add:

• A title for the task
• Description
• Client (this is optional, tasks can be associated with clients or without)
• Schedule (date and time)
• Team members

Once all the information is entered, tap Create Task to save. 

If you need to edit any of the details on the task, navigate back to the task from the schedule. To edit a field, tap the field or the arrow (>) to open the edit screen. 

Note: If the task was created without a client, a client cannot be added later. In this case, you would need to create a new task and add a client. 

From the app, once a task has been finished tap Complete Task to mark it as complete. 

To delete a task, tap ..., then select Delete task from the bottom menu. You'll be asked to confirm your deletion before the task is removed.

Learn more about Tasks in the Jobber App (Updated Jobber App).

Events

Events cannot be created in the app, however events created from jobber.com are visible so that you can view the details of the event. The fields that show on an event are:

• Event title 
• Details
• Schedule
  • start date and end date
  • start and end times
  • How often this event repeats
• Team 
  • Events can be viewed by all team members

Note: Events cannot be completed.  

Learn more about events.