Setup
You will need the following permission in your security group:
Can see all tasks.
Can create and update appointments.
Click here to learn about permissions and security groups.
How to create an appointment for a task for a Field or Contractor App user
1. Navigate to Scheduler from the Main menu on the right-hand side, then click Select users, tick the names of the field users and click Update Technicians.
In addition, enable Also show contractors to include Contractor App users.
2. Use filters or search to locate a task, then drag it onto the technician's calendar on a specific day. The Create Appointment window opens in a side panel on the left, the calendar view in the middle and the route map on the right.
3. Complete the appointment details:
Summary — the appointment title, pre-filled from the task.
Category — a dropdown; pick a category such as Flexible or Not Booked. To customise categories, go to Control Panel > Appointments.
Technicians — add the primary and any supporting technicians. The first technician is assigned as the task's primary technician, and each selected technician's calendar is visible in Day view.
Split Appointment — tick to split a multi-day job into one appointment per day (see Split an appointment below).
Appt Overview — shows whether this is a single appointment and its duration; it updates if you split the appointment.
Start and End — the appointment's date and time. You can also drag or resize the appointment directly on the calendar.
Notes — extra notes visible to both field and desk users.
Below these fields, the task's own details are shown for context — Status, Client, Property, Address, client and property contacts, Service requirements and Safety requirements.
4. Click Create.
You can use our AI Scheduler to select, move, cancel, or re-optimise multiple events at once saving time and giving you more control over technician schedules. Click here to learn more!
Video: Go Live Readiness: Generating & Scheduling Tasks
For a visual walkthrough, watch the Scheduling Tasks and Appointments section of the video below, starting at 10 min 50 seconds.
Split an appointment
Split appointments let you schedule a single task across multiple appointments that automatically fit within a technician's working hours — instead of one long appointment spanning several days, each day's work appears as its own appointment.
When to use it
Use it when a job spans multiple days and you want each day to appear as a separate appointment. A job running Monday to Wednesday produces three appointments, one per day, each aligned to the technician's working hours.
How to create a split appointment
Drag a task onto a technician's day in the scheduler.
Set the start and end date/time to cover the full duration of the work (for example, Monday 8am to Wednesday 5pm).
Tick the Split Appointment checkbox.
Review the Appt Overview, which shows how many appointments will be created and their individual durations (for example, "3 appointments — 2 × 7h 30m, 1 × 4h").
Click Create.
Splitting is based on the primary technician's work hours and timezone. If no work hours are set, the split may not behave as expected.
The date range you set is the boundary — if the start is 10am Monday, the first appointment starts at 10am, not the technician's usual start time.
Non-working days (weekends, or days the technician isn't working) are skipped automatically.
All appointments stay linked to the same task; each can be edited, rescheduled, or cancelled independently after creation.
How to send a notification while creating an appointment
You can email the customer in the same step as booking the appointment, instead of sending notifications separately from the Scheduler.
1. Create the appointment as above, but click Create and send notification (instead of Create Appointment).
2. The email editor opens with the client's primary contact and the property's notification contacts already added. If there are no contacts, the editor still opens so you can enter an address manually.
3. Add, edit or remove recipients as needed, then send. You can also resend a notification later on an appointment that has already been created.
Video: Go Live Readiness: Generating & Scheduling Tasks
For a visual walkthrough, watch the Managing Appointment Notifications section of the video below, starting at 18 min 16 seconds.
How to send notifications for upcoming appointments
1. Navigate to Scheduler, then click the paper plane icon in the top right corner
If your view is zoomed in, click the dropdown, then select View appointments list and send notifications.
2. Select the appointments, then click Edit [X] Appointments.
3. Choose the Default email template in the Send to Property Contacts and/or Send to Clients dropdowns, then click Apply Changes.
Send to Clients: The client's primary contact receives the email.
Send to Property Contacts: Only property contacts with Requires Notification enabled receive the email.
How to create and schedule appointment for a single task
Existing task — expand the Schedule card on the right and click + Schedule appointment for the popup window with Scheduler filtered to the task to open up.