The schedule is the calendar of every visit you've booked, and the weekly plan is the same work laid out by person. Between them you can check the week ahead, move work around and make sure nobody is double-booked or booked while away.
Day, week and month
Open Schedule and switch between Day, Week and Month. The arrows beside the dates move you on or back.
Recurring jobs create their visits ahead of time, so each sits on the calendar like any other job, showing its place in the run (such as Visit 3/12). Bank holidays show for everyone.
What the colours mean
Each visit takes the colour of the person doing it, set as their Colour on their Team page. With several staff, the card takes the supervisor's colour (or the first person's), and a dot for each person shows who's going.
- Grey: nobody is on the visit yet, or the person has no colour set.
- Red: staff marked the visit incomplete.
- A tick: the visit is completed.
Moving and resizing a visit
Drag a visit to another day or time to move it, or drag its bottom edge to change how long it takes. Click it to change anything else.
This only changes that one visit. The recurring job and its other visits stay put, and the moved visit keeps its new time even if you later change the job's usual time. To change every future visit, edit the recurring job in Jobs.
Changes save straight away. Staff see them next time they open the app's Schedule tab or pull down to refresh. Nothing pops up on their phone, so mention same-day changes.
Any time visits
A visit set to Any time has a day but no fixed time. These sit at the top of the day, and staff see them on the app in the same order.
Drag them, or use the arrows on each card, into the order you'd like them done. A recurring job's visit keeps that place for its future visits too. Visits already started can't be reordered.
Filters, divisions and exports
Show filters narrows the schedule to particular clients, sites, staff or a status. Full width days gives every overlapping visit its own lane, so busy days are easier to read.
If you use divisions, the division picker in the sidebar shows one at a time, or All divisions.
Export downloads the visits for This week, Next week or Custom dates as CSV or Excel. The Excel file has an All staff sheet plus one per person, handy as a printed run sheet.
The weekly plan
Weekly plan, in the Schedule menu, gives each person a row showing their jobs and booked hours for each day, and their total for the week. People with nothing booked sit at the bottom. Click a job to open it.
Jobs with nobody on them sit in the Not assigned row at the top, which hides while you search for or filter staff.
Leave booked shows only people with holiday that week. Show filters adds role, capability (such as drivers), whether people have jobs, paused staff (hidden by default) and Holiday/job conflicts.
Only owners and admins see the weekly plan, on the web or under More on the phone.
Clashes and holidays on the plan
A day turns amber when something needs a look, with a short flag saying why.
- Jobs overlap: two of the person's timed jobs run into each other. Any time visits never count.
- Holiday and job: work on a day they're on holiday. A full day off clashes with any job. A half day only clashes if the jobs reach into both morning and afternoon, or add up to more than four hours.
- Holidays show as green boxes. Sick leave and other timesheet entries don't show.
Needs attention
Needs attention in Jobs gathers what might slip. Check it before each week starts.
- Overdue: jobs from the last 30 days that were never started or finished.
- Incomplete: jobs staff marked as not done, such as for bad weather or no access.
- Not assigned: upcoming jobs with nobody to do them. Recurring jobs show here for the next 8 weeks.
- Service reminders due in the next 30 days.
Key workflows
Move a visit
Schedule › Week
- Open Schedule and choose Week.
- Drag the visit to its new day or time.
- Drag its bottom edge to change how long it takes.
- Click it to change staff or anything else.
Balance the week across staff
Schedule › Weekly plan
- Open Weekly plan and move to the week with the arrows.
- Check the Not assigned row and any amber days.
- Click a job to open it, then change its staff or day.
- Select Leave booked to see who's away.
Questions
If I move one visit, does the rest of the recurring job move too?
No. Only that visit moves. To change every future visit, edit the recurring job itself in Jobs.
Do staff get told when I change their schedule?
Their app shows it next time they open or refresh the schedule, but nothing pops up on the phone. Give them a call for same-day changes.
Why is the Not assigned row missing from the weekly plan?
It hides while you search for or filter staff, and when there's nothing unassigned that week. Clear the search and filters to bring it back.