Use this guide when a scheduled event is still happening, but some details need to change.

Common examples:

• A customer asks for a later pickup time.
• A staff member is out, so the event needs a new assignee.
• The appointment will take longer than expected.
• Notes need to be clearer for the team.
• A vendor should be attached to the event.

Before you start

• Open Schedule.
• Find the event you want to change. If you are unsure how to find it, see Find and filter scheduled work.
• Confirm you are editing the correct customer, vehicle, and event type — not a similar-looking event nearby.
• Know the new time, assignee, vendor, duration, or notes before saving.
• If the customer has already been notified, be extra careful with time changes — the customer may receive an updated notification.

Change status from the event panel (without opening Edit Event)

For quick updates, use the status control at the top of the event detail panel (next to the event title).

1. Click the event

   Open the event on Schedule.

2. Open the status menu

   Click the current status label (for example Scheduled or In Progress).

   Expected result: A list of allowed statuses appears, such as To Do, In Progress, Complete, or custom names your team configured.

3. Pick the new status

   Choose the status that matches reality right now.

   Expected result: The event updates on the calendar and on the Progress board. Some changes may ask you to confirm before saving.

Open the linked workflow with Open Event

Some events include an Open Event button. This means your team should run operational work (photos, checklists, inspections) tied to that appointment.

1. Click the scheduled item

   Open the event detail panel.

2. Click Open Event

   Click Open Event.

   Expected result: The app opens the linked workflow session so your team can complete the steps for that visit.

3. Return to Schedule when finished

   Use the browser back button or the dashboard menu to return to Schedule.

   Expected result: The event still appears on the calendar with an updated status if your team marked progress during the workflow.

Open the event details

1. Find the event

   Use the calendar, search field, filters, table, or progress view to find the event. Each event appears as a colored block on the calendar with the event type name and vehicle or customer visible.

2. Click the event

   Click the event card or row.

   A details panel opens showing the Scheduled for date and time, event type, customer, vehicle, assignee, duration, and notes.

3. Confirm this is the right event

   Before editing, check the event type, customer or vehicle name, and date. This prevents accidentally changing the wrong appointment. If you have multiple events for the same customer, look at the time and notes to confirm.

Edit the event

1. Click Edit Event

   In the event details panel, click Edit Event. The form fields become editable.

2. Change the date or time if needed

   In the When section, choose the new date and time.

   This is the main rescheduling step. A time change updates the event block on the calendar so the whole team sees the new plan immediately.

3. Adjust the duration if needed

   Use the Duration choices, such as 15m, 30m, 1h, 1.5h, or 2h.

   If the standard choices do not match the work, use Custom and enter the number of minutes. The event block on the calendar will stretch or shrink to match the new duration.

4. Change the Event Type only when the work is different

   If the appointment was created under the wrong event type, choose a better one.

   Only change the event type when the work itself is different. For example, change Other to Vehicle Pick Up if that is what is actually happening. Changing the type may change the event's color on the calendar.

5. Choose Assigned To

   If you are an admin, use Assigned To to choose the responsible team member.

   Leave it Unassigned if the team will decide later. Assigning someone ensures the event appears when they use the "Assigned to me" filter.

6. Choose Assigned Vendor if needed

   If your team uses vendors and a vendor should handle the work, select the vendor in Assigned Vendor. This helps track which outside partners are involved with which events.

7. Update Notes

   Add or edit notes so the team understands the change.

   Example: "Customer requested 3:00 PM instead of 1:00 PM. Please call on arrival."

   Good notes explain the current plan, not the old plan. The next person reading the notes should know exactly what to do.

8. Click Save Changes

   Click Save Changes.

   The event details panel closes and the schedule updates with the new information. The event block moves to its new position on the calendar if the time changed.

What changes can affect customers

What success looks like

After saving:

• The event appears at the new date and time on the calendar if it was rescheduled.
• The event details show the updated assignee, vendor, duration, event type, or notes when you click on it.
• The team can rely on the schedule without needing a separate message or spreadsheet to know about the change.
• If notifications are enabled, the customer receives the correct update about the new time.

Common mistakes to avoid

Troubleshooting

Confirm events from a service plan

Sometimes an event shows Confirm Event instead of Edit Event. This usually means the visit was created automatically from a service plan and is still tentative.

1. Review the time and vehicle

   Open the event and read the scheduled time, customer, and vehicle.

2. Click Confirm Event

   Click Confirm Event when the visit should happen as shown.

   Expected result: The event becomes a normal scheduled appointment your team can track like any other booking.

3. Use Edit Event if the plan is wrong

   If the time or vehicle is wrong, use Edit Event or cancel the event before you confirm.

   Expected result: Customers and staff are not surprised by a visit that was confirmed by mistake.

What to do next

If the event is no longer happening, do not just move it out of the way. Follow Cancel or delete a scheduled event so the schedule history stays clear and accurate.