Please note: The AI Scheduler is free to use, with no limits until March 2026. After that, it will become a paid feature with charges based on usage beyond a certain threshold. We'll share more details about the pricing model in the new year.
Managing appointments just got a whole lot easier. With the new AI scheduler, you can select, move, cancel, or re-optimise multiple events at once saving time and giving you more control over technician schedules.
The current version allows you to schedule one day’s worth of work to a single technician, across a single day with Multi-tech, multi-day in plan for delivery
Watch these videos to learn how to Select multiple tasks, Start generating AI Schedules & How to rescheduling multiple existing events 👇
Flexible scheduling
Schedule from the task list
You can multi select from the task list by clicking the checkbox or select all and dragging on the users calendar
How to schedule from the task view
How to schedule from the task view
Schedule from the map
Want to assign tasks based geography? You can multi select from the task list by clicking the checkbox or select all and dragging on the users calendar
How to schedule from the Map view
How to schedule from the Map view
Select (
M): Click on tasks or drag over multiple to select them.Deselect (
D): Click/drag to unselect tasks.Move (
Space): Click and drag to pan across the map.
Key Features Overview
Depot locations: Include travel to/from first and last job (otherwise only between jobs).
Included vs. excluded tasks: Tasks may be excluded due to time limits, distance, or missing accreditations.
Utilisation metrics: Work hours, travel time, and remaining availability shown at a glance.
Breaks: Add configurable breaks; may shift tasks out of the schedule.
Visual cues: Lightning bolt = AI scheduled, colour-coded chart for tasks/travel/breaks.
Multi select from the map or list view to schedule multiple appointments
Tips to optimise your proposals
Set depot locations for accurate travel, this can be done on the users profile
Keep technician accreditations updated.
Review excluded tasks to understand what didn’t fit.
Re-optimise calendar appointments and events
Not happy with what was proposed? Re-optimising instantly rearranges a technician’s day for smarter travel routes, saving time and reducing drive distances. Rescheduling is just as simple drag appointments to another technician or day, or use the action menu to move them across weeks and resources without losing track.
Event multi-select on the calander
Event multi-select on the calander
Events can be selected directly via checkboxes, or by holding Shift and clicking. You can also select all events in a day by selecting the checkbox at the top a technician's day.
Once selected, a contextual action at the bottom of the calendar bar provides options to:
Clear selection
Cancel events
Reschedule selected events
Re-optimise selected events
Scheduler vs. AI Scheduler layout differences
When the AI Scheduler is enabled, you’ll notice differences in how the scheduler looks and behaves:
Create & edit appointments
We’ve redesigned the create/edit interface. Instead of a modal, appointments now open in a side panel (left-hand side), while the route map is displayed on the right.
Optimise your proposals
Set breaks for your field staff
Users can define work breaks (e.g. 35 minutes between 2pm – 4pm).
Breaks are automatically factored into schedule proposals. You can set up breaks by clicking on the 'cog' button in the scheduler setting menu.
Travel time
When you AI-schedule a selection of tasks or re-optimise a selection of events, we now show the estimated travel between locations. These will appear as blocks in the calendar and show the estimated travel and the estimated distance.
Please note: If multiple appointments are at the same property are scheduled together, travel times wont be shown between these appointments.
Using the AI Scheduler
Selecting multiple tasks
You can now select multiple tasks from the task panel. At the bottom of both panel views is the AI Scheduler action menu, which lets you:
Select all tasks in the filtered set
Clear all selected tasks
AI-schedule selected tasks onto a technician’s day
The AI-schedule button is draggable and when in it's selected state, shows:
The total number of selected tasks
Their combined estimated duration
Task list view
Tick the checkbox on any task card to select it. Once selected, you can drag these tasks directly as a group (or the drag them view the AI-schedule button) onto a technician’s day.
Map view
You now have three modes when selecting tasks in the map view:
Select (
M): Click on tasks or drag over multiple to select them.Deselect (
D): Click/drag to unselect tasks.Move (
Space): Click and drag to pan across the map.
Auto-scheduling selected tasks
Drag and drop selected tasks (or via the AI-schedule button) onto your chosen technician’s day.
Schedule proposals
After dropping tasks onto a technician’s day, you’ll see a proposed schedule. The proposal view has three key sections:
Proposal info panel – Overview of included/excluded tasks.
Calendar – Shows proposed appointments, travel blocks, and breaks.
Proposed appointments cannot be directly edited until accepted.
Route map – Displays appointments in the order they are scheduled.
Important: Proposals are not final appointments. They are only created once you accept the schedule. Cancelling a proposal removes it.
Toggle access
You can enable or disable the AI Scheduler via the toggle.When disabling, you’ll be prompted to (optionally) provide feedback on why.
How the AI Scheduler works
The AI Scheduler is powered by an open-source Vehicle Routing Problem (VRP) solver as the optimisation engine. It determines:
Which technician should complete which task (see the section below to understand how we determine this).
The order of tasks to minimise travel and maximise efficiency.
To balance speed & accuracy when performing this calculation for a selection of tasks, the VRP solver runs in two passes:
First pass: uses a quick, low-cost haversine calculation (see how haversine works here) to narrow down the set of tasks to schedule.
Second pass: re-runs the solver, with the narrowed selection of tasks, with accurate travel data from AWS’s Route Matrix service to produce a realistic schedule.
AWS Route Matrix service
This service provides highly accurate driving times and routes between task locations, which helps power:
Travel time estimates shown in schedule proposals.
The actual routing used in schedules.
We use the AWS Route Matrix after the VRP solver has already narrowed down the list of tasks. This way, we can generate accurate travel times and routes in schedules without sending a huge number of requests all at once, which helps keep the process efficient.
Data used when auto-scheduling
When assigning and filtering tasks to the right technician, the AI Scheduler considers a range of data points.
Location (task level)
The physical location of the task, either set directly on the task (e.g. a custom address) or inherited from the linked property.
Data tip: Make sure all your properties are geocoded. Tasks without a valid location can’t be AI-scheduled. We'll alert you when this happens.
Technician working hours
Work hours can be set for technicians (e.g. Mon–Fri, 7am–3pm) within the each user's account profile. Once work hours are set, tasks will be AI-scheduled within these boundaries.
Access schedule (task level)
Defines when a task can be performed:
Open access: Any time, any day.
Business hours: Weekdays, 9am–5pm.
Restricted hours: Custom time windows.
Make Appointment, Needs Review, Key Pickup: These default to being scheduled within “technician work hours".
Data tip: The more accurate your property’s access schedule, the better we can place tasks at the right time.
Accreditations
Tasks and technicians are matched by required certifications (e.g. Electrical Licence, Working with Children Check).
Data tip: Use accreditations carefully—incorrect setup may exclude tasks from being assigned correctly. Learn more about accreditations
Technician depot
If set, the depot is used as the technician’s start/end location for auto-scheduling. TO set up a depot location for your technician, update their preference section of their account and add their depot location (e.g. suburb, office, or home area).
Break configuration
Work breaks (e.g. 30 minutes between 11am–2pm) can be defined and will automatically be factored into schedules.
Data tip: Setting up breaks ensures schedules include realistic downtime for technicians.
Estimated task times
If a task has an estimated time, the AI Scheduler will schedule its duration for the estimated duration, otherwise it will default to 1 hour.
Data tip: Keep estimated times up to date across your properties and routines for accurate scheduling maintenance tasks. Learn more about how to set estimated times
Understanding Excluded Tasks from a Proposal
Message | Reason |
Task is more than 400km away from the closest technician | There is no technician whose depot is located within 400km of the task, and no technician without a depot. |
Task has no timezone | The task has no timezone set. |
Task is not geolocated | The task has no latitude/longitude coordinates set (not geocoded). |
The task has no access hours defined or it is not accessible during the relevant time period. | The task has no access hours defined or it is not accessible during the relevant time period. |
Task cannot be visited within the time window | The task couldn’t reasonably fit into the schedule. This may be because it runs too long, is too far away, or is not part of the most efficient set of tasks for the proposed schedule. |
No technician has all of the required accreditations (e.g., A, B, C) | The task requires a set of accreditations that none of the specified technicians possess in full. |
Unknown | An unexpected error occurred (VRP bug). If you encounter this error, please copy the URL and email it to us so we can investigate the cause. |