Overview

Use this guide when you need to place new work on the Schedule page. This may be a customer visit, service task, pickup, delivery, staff task, or facility-only event.

When you are done, the event will appear on the calendar so your team can see when it is happening and who or what it is connected to.

Before you start

• Know what kind of event you are adding, such as Vehicle Drop Off, Dealer Service, Vehicle Pick Up, or Calendar Block.
• If the event is for a customer or vehicle, make sure the customer or car already exists in the app.
• Know the date, preferred start time, and how long the event should take.
• If the work belongs to a specific staff member, know who should be assigned.
• If your team uses customer notifications, confirm the time before saving so the customer receives the correct information.

Create the event

1. Open Schedule

   Go to Schedule from the dashboard sidebar.

   This is the main calendar area for planned work. You will see your existing events displayed as colored blocks on the calendar.

2. Click Schedule Event

   Click Schedule Event near the top-right of the page.

   A form opens where you can enter all the event details. You will see fields for the event type, vehicle, time, and more.

3. Choose the Event type

   Select the event type that best matches the work. The dropdown shows all event types your team has set up.

   Examples:

   • Use Vehicle Drop Off when a customer is bringing in a car for storage.
   • Use Dealer Service when the car is going to or returning from outside service.
   • Use Detail & Wash for cleaning or detailing work.
   • Use Battery Maintenance for routine battery checks.
   • Use Calendar Block when your facility should not accept bookings during a time period.

   Choosing the right event type matters because it controls which fields the app asks for, how the event appears on the calendar (each type has its own color), and whether customers receive notifications.

4. Select the vehicle or customer

   If the event type is about a vehicle, search for and select the correct car. Start typing the make, model, or owner name and the app will show matching vehicles.

   If the event type is about a customer but not a specific car, search for and select the customer.

   Facility-only events (like Calendar Block) do not need a customer or vehicle.

5. Choose an option if one appears

   Some event types have options, such as a standard appointment length or service package. If an Option field appears, choose the option that matches the work.

   If no option appears, your team may have only one default setup for that event type, and it is already selected.

6. Assign the event if you know the owner

   If you are an admin and the Assigned to field appears, choose the team member responsible for the event.

   You can leave it Unassigned if the team will decide later. Assigning someone helps them find their work using the "Assigned to me" filter.

7. Pick the date and time

   Use the date picker on the right side of the form to choose when the event should happen. Available time slots appear as highlighted blocks.

   Click the time slot that works best. If your team allows scheduling outside normal hours, you may see a way to override availability.

8. Add a clear description

   In the Description field, add notes that will help the next person understand the event.

   Good notes are short and specific. Example: "Customer will drop off the Porsche at the front entrance. Please confirm battery tender setup."

9. Click Create Event

   Review the event type, customer or vehicle, date, time, and notes. Then click Create Event at the bottom of the form.

   The event is saved and immediately appears on the Schedule calendar as a colored block at the correct time.

Use Now for work that is starting immediately

1. Choose the event details first

   Select the event type and the vehicle or customer, if needed.

2. Click Now if the work is starting right away

   The Now button schedules the event for the current time. This is useful when a customer arrives early or staff starts work before it was formally scheduled.

3. Check the event after saving

   After using Now, open the event on the calendar and confirm the time and notes are correct.

What success looks like

After you save the event:

• The event appears on the Schedule page as a colored block at the correct date and time.
• The event shows the correct event type name and color.
• The vehicle or customer name is visible on the event block when the event needs one.
• The assigned staff member can see the event when they use the "Assigned to me" filter.
• Any notes are visible when someone clicks on the event to open its details.

Common mistakes to avoid

Troubleshooting

Create repeating work on the same form

If this visit should happen every week or month, turn on Recurring Event at the bottom of the form and set the repeat pattern.

For full step-by-step help, follow Create recurring appointments.

Create an event from Month view

1. Switch to Month view

   Click Filters & Settings, choose Calendar, then click Month.

2. Click the day you want

   Click the date on the month grid.

   Expected result: A list of that day’s events opens. You can review what is already booked before adding more work.

3. Click Create Event on This Day

   Click Create Event on This Day (or the similar create button shown in the day list).

   Expected result: The create form opens with that date already selected.

If the time you want is not available

Sometimes the time picker shows no open slots because of booking rules, buffers, or closed hours.

1. Try another time or day first

   Pick a highlighted slot that the app offers. This is the safest choice for customer notifications.

2. Use Continue anyway only when your team approves overrides

   If your role allows it, the app may show a warning such as This time isn’t available. Read it carefully, then click Continue anyway only when a manager has agreed to book outside normal rules.

What to do next

If plans change after the event is created, use Update, assign, or reschedule an event. If the event is no longer happening, use Cancel or delete a scheduled event. For a wall display, see Use full-screen schedule display.