General
How do I add more field users to my calendar?
When viewing the Scheduler, you need to Select Technicians for their calendars to be visible. In the top right corner of the Scheduler:
click Select users button, if no technicians are selected; or
click on the technicians' initials to change selection, if some technicians are already selected.
Can an alert be raised for the scheduling team if they are scheduling a job for a site that has open remarks that have not been resolved?
This is not currently possible. Your field team can see any outstanding remarks by opening the mobile app by clicking View all assets on the work tab of a task.
The scheduling team can see outstanding remarks by viewing the property's main page for a summary (usually it includes the highest severity and number of remarks applicable for that severity) or searching for remarks by going to Property > Assets > View open remarks.
When I schedule from a task, it opens in a pop-up instead of the Scheduler page — can I still open the full page?
Yes. When you click Schedule (old task view), the Scheduler opens in a pop-up window on the task so you don't lose your place. Book the appointment and close the pop-up to return to the task. If you'd prefer the full Scheduler page, click Open Scheduler Page in the top-right corner of the pop-up. For the full scheduling steps, see Schedule tasks and send notifications.
What is the "New scheduler experience" toggle?
The New scheduler experience toggle switches the scheduler between the standard experience and the new one. Turning it on unlocks the full new scheduler experience — AI Scheduling and re-optimisation, bulk selecting events, presets, the horizontal calendar, recurring task sessions, and appointment splitting. Both experiences are available, so you can switch back at any time.
Learn more How to use the AI Scheduler.
Scheduling appointments for I&T Tasks
How to schedule I&T tasks automatically to field users?
Recurring appointments and default technician allocation streamline scheduling for I&T routine tasks. Complete these 4 steps before generating tasks:
Add the routine to the property — ensure the correct service groups and levels are configured. Service groups must match across all steps below.
Allocate default technicians per service group via the Routines page on the property or using the Default technician allocator. The service group selected here must match the service group of the routines and levels set up in step 1.
Set up recurring appointments for routine service levels on the property, and configure the recurrence and time.
After bulk-generating routine tasks, the forecasted appointment is automatically scheduled for the relevant task.
Recurring appointments and service group allocation / default technician assignment are only applicable for I&T routine tasks.
Why are there multiple appointments for the same I&T task when recurring appointments are used?
If multiple routine service levels with recurring appointments are combined into one task, each recurring appointment is carried over to the task upon generation, resulting in multiple scheduled appointments.
For example, when setting recurring appointments for 3 out of 4 routine service levels:
Upon generation, a single I&T task will have 3 appointments:
Set a recurring appointment on the most frequent routine service level, for example Monthly, to avoid duplicate appointments.
Managing existing appointments
How to reassign appointments in bulk when a field user calls in sick?
1. Open the Appointments List (Scheduler > Send Notifications), add Technician and Schedule Before filters, select the affected field user in Technician, and adjust Schedule Before and Schedule After to match the absence period.
2. Select all relevant appointments, click Edit [X] Appointments, choose fill-in user in Update Technician and click Apply Changes.
