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Calendar View

The Calendar view gives dispatchers a visual representation of technician schedules so they can review team availability by day, week, or month. Dispatchers can also schedule, assign, and dispatch tasks from this view by using the drag-and-drop interface.

To access the Calendar view, go to Task Scheduling > Dispatch Console > Calendar View.

Calendar view layout

The Calendar view has two main areas: the technician list and calendar on the left, and the task list on the right.

View tasks in the task list

The task list on the right shows the available tasks. You can manually schedule tasks that have not been dispatched by dragging them from the task list to the calendar beside the appropriate technician and time.

The task list includes the following capabilities:

  • Task metadata: Scroll to the right of the Task ID column to view additional task information, such as task status, priority, work order ID, technician, appointment window, deadline, customer name, customer site address, and region.
  • Column sorting: Select a column header to sort the task list by that column. For example, select the Priority column header to sort the list alphabetically by priority.
  • Column search: Some columns, such as All Tasks, Customer Name / Customer Site, and Priority, include a search field below the column header. Use these fields to search within the task list.
  • Column resizing: Point to the edge of a column header. When the resize pointer appears, drag the column to the width that you want.

View technicians in the technician calendar

The technician list on the left shows the technicians in your work group.

The technician list includes the following capabilities:

  • Metadata: Scroll to the right of the Technicians column to view additional technician information, such as technician shift, work groups, and skills.
  • Column sorting: Select a column header to sort the technician list by that column. For example, select the Work Group column header to sort the list alphabetically by work group. By default, the list is sorted alphabetically by technician name.
  • Column search: Columns in the technician list include search fields below the column headers. Use these fields to search within the technician list.
  • Column resizing: Point to the edge of a column header. When the resize pointer appears, drag the column to the width that you want.

View the online or offline status of technicians

An icon under each technician's name shows the technician's online status.

  • Offline: If a technician has not been active in the mobile app for the last 60 minutes, an offline icon appears under the technician's name. The icon appears as a Wi-Fi signal with a line through it.
  • Online: If a technician has been active in the last 60 minutes, an online icon appears under the technician's name. The icon appears as a Wi-Fi signal without a line through it.

Calendar time frame and navigation

Use the calendar controls to change the visible time frame and move to specific dates.

  • Time frame: Use the dropdown menu at the top right of the technician list to change the calendar time frame. You can view the calendar by day, week, or month.
  • Today: Select Today to return to the current date. The current date and time also appear on the calendar as a red dotted line with a flag that shows the current time.
  • Calendar icon: Select the calendar icon, and then select a date from the date picker to view the calendar for a specific day.

Calendar zoom

When you view the calendar by week or month, the condensed time frame can make tasks difficult to find, read, or move. Use the zoom buttons to adjust the calendar density.

For example, if you zoom in while using the week view, the calendar time frame spreads out horizontally. Tasks appear larger, which makes them easier to read, select, and move.

Dispatch console layout preference

Use the layout toggle to switch between horizontal and vertical task layouts. This gives you more flexibility in how you view technicians and tasks.

Filter the list of tasks and technicians

Use the filters at the top of the screen to show specific tasks and technicians. The Calendar view includes the following filters:

  • Task Type: Filters by work groups that use task type as the filter method. When selected, only tasks for the task types in the work group appear in the task list and calendar sections.
  • Regions: Filters by work groups that use region as the filter method. When selected, only technicians in the work group and tasks in the selected regions appear in the task list and calendar sections. The task region is based on the region of the customer site associated with the task.
  • Technician: Filters by technician. When selected, only the selected technicians appear in the calendar section.
  • Shift: Filters by task status. When selected, only tasks with the selected status and the technicians assigned to those tasks appear.

Filter method for task types and regions

The Task Type and Regions filters are based on work groups. The dropdown menus are populated by work groups that use task type or region as the filter method.

For example, assume that you create a work group with the following configuration:

  • Name: Corrective Tasks
  • Filter Method: Task Type
  • Filters: Task Type A and Task Type B

You then add a technician named Johnny Tech and a dispatcher named Sara D. to the work group. Sara D. is not part of any other work groups.

When Sara D. views the Calendar view, Corrective Tasks appears in the Task Type filter. Task Type A and Task Type B do not appear as separate filter options. If Sara D. selects Corrective Tasks, all tasks with Task Type A or Task Type B appear in the Calendar view.

Because Sara D. is not a member of any other work groups, the Regions filter remains blank. Sara D. only sees Johnny Tech in the calendar because Johnny Tech is the only other member of the work group.

Task and calendar event color key

Tasks, breaks, leave, and other events appear in the technician calendar beside the assigned technician's name. Colors and patterns indicate different event types.

  • Available working hours: Empty white areas indicate a technician's available working hours based on the technician's work schedule or shift. This includes added overtime.
  • Non-working hours: Empty gray areas indicate time outside the technician's available working hours. This includes public holidays added to the technician's work schedule.
  • Leave and breaks: Gray dashed areas indicate leave and breaks. A break event shows Break. A leave event shows the leave reason.
  • Tasks: Tasks appear as shorter colored boxes that include the task type and task ID. The task color matches the task status.

Schedule and dispatch with the calendar view

Drag and drop tasks

To schedule an open task, drag it from the task list on the right side of the calendar grid to the appropriate time slot for the technician.

Reassign and reschedule tasks

Drag tasks within the calendar grid to adjust the schedule, reassign the task to another technician, or move the task to a different time.

Visual cues and scheduling suggestions

The Calendar view includes visual cues and suggestions that help make drag-and-drop scheduling more intuitive.

  • Highlighted time frames in the calendar: When you drag a task to the calendar, appointment times that match the scheduling criteria are highlighted.
  • Recommended technicians highlighted in the calendar: When you drag a task to the calendar, technicians who match the scheduling criteria are highlighted. Matching criteria can include the required skills or work group.
  • Recommendation boxes: Purple recommendation boxes appear in time slots that fit the scheduling criteria for matching technicians.

Validations

When you drag tasks to the calendar grid, automated validations check scheduling constraints, such as leave, off-shift time, public holidays, appointment windows, and deadlines.

Task card actions

After a task is assigned to a technician, it appears on the calendar beside the technician's name at the scheduled start time. Select the task to open a popup with available actions.

  • View Task Details: Opens the Task Scheduling side panel so you can view the full task details.
  • Dispatch to Technician: Appears when the task status is Scheduled. Use this option to dispatch the task to the assigned technician.
  • Task Review: Appears when the task status is Pending Review. Use this option to open the Task Review side panel.

Bulk dispatch tasks

Use bulk dispatch when multiple tasks are scheduled but not yet dispatched to their assigned technicians.

To bulk dispatch tasks, select the Dispatch Tasks dropdown menu at the top of the data grid, and then select a time frame. The system dispatches all scheduled tasks with scheduled start times that match the selected time frame.

The available time frames are:

  • Today: Dispatches all scheduled tasks with a scheduled start time for the current calendar day, based on the dispatcher's time zone. For example, if the current date and time are February 22 at 5:10 PM, all tasks scheduled between 5:10 PM and 11:59 PM on February 22 are dispatched.
  • Tomorrow: Dispatches all scheduled tasks with a scheduled start time for the next calendar day, from 12:00 AM through 11:59 PM. Tasks scheduled for the current day are not dispatched.
  • Next 3 Days: Dispatches all scheduled tasks with a scheduled start time within the next 3 calendar days, including the current day.
  • Next 7 Days: Dispatches all scheduled tasks with a scheduled start time within the next 7 calendar days, including the current day.

Track bulk dispatch progress

To track the progress of bulk-dispatched tasks, select the animated Bulk Dispatch progress button next to the Dispatch Tasks dropdown menu.

View bulk dispatch results

After a bulk dispatch run is complete, a red indicator appears in the top-right corner of the bulk dispatch button. Bulk dispatch runs usually have a high success rate, but conflicts can occur. For example, a task might fail to dispatch if another user changes the task status during the run.

Review the results after larger bulk dispatch runs.

  1. After the red indicator appears, select the animated Bulk Dispatch progress button next to the Dispatch Tasks dropdown menu.
  2. Select the bulk dispatch run that you want to review.
  3. Use the Dispatched and Failed to Dispatch tabs in the side panel to review the results.

Work order scheduling and visibility in the calendar view

By default, the Calendar view shows limited information about the relationship between work orders and their related tasks. This can make manual scheduling difficult for customers who manage many tasks in a single work order.

In these cases, dispatchers often need to schedule all tasks in a work order sequentially to the same technician. The default Calendar view does not support dragging a work order with multiple tasks as a single object.

Work order scheduling adds more visibility into work orders and their related tasks in the Calendar view and drag-and-drop task list. When enabled, users can view how tasks relate to a work order and can drag a work order that contains multiple tasks as a single object.

Configure the calendar view for work order scheduling

By default, work order scheduling is turned off, and the Calendar view shows the standard task-only scheduling view.

If work order scheduling is enabled, review the following configuration:

  • Ignore shifts for work order scheduling: If this configuration is set to true, all tasks in a work order are scheduled continuously, even if the sequential tasks extend beyond the technician's default shift.

If this configuration applies to your solution, contact customer support to enable work order scheduling in the Calendar view.

View tasks grouped by work order

When work order scheduling is enabled, tasks appear under their parent work order in a collapsible group in the Calendar view grid.

Drag and drop work orders

To schedule a work order and all of its child tasks to a technician, drag the work order from the grid to the calendar beside the appropriate technician.

All tasks are scheduled one after another, and a banner connects the tasks with the work order number.

Review the following behavior before you schedule work orders:

  • Drag tasks under a work order within the calendar: After a work order is on the calendar, users can drag specific tasks under it to move them to a later time slot or to a different technician. The work order banner remains visible above the moved task.
  • Overlapping work orders on the calendar: For a single technician, users can drag and drop work orders at overlapping times without restriction.
  • Manually schedule tasks within a work order: If a dispatcher updates a task's scheduled start time in the Schedule & Assign side panel, the new time appears in the Calendar view.
  • Validations that block manual scheduling: To avoid disrupting a technician's ongoing work, dispatchers cannot drag and drop work orders that contain in-progress tasks with any of the following statuses:
    • Auto Scheduling
    • Dispatched
    • In Transit
    • In Progress
    • Incident
    • Delayed
    • Discontinued
    • Pending Review
    • Site Change Request