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List View

Scheduling & Dispatch in Accruent Field lets you assign, schedule, and dispatch tasks associated with a work order.

Dispatchers can use multiple views to manage field teams and monitor task activity:

  • List View: Provides a status-based view for managing tasks and technician activity.
  • Calendar View and Map View: Provide alternative ways to view and manage tasks and technician activity.

Back-office users can also use List View to review and approve data captured in completed tasks.

View tasks by status

List View groups tasks by status so you can identify work that requires attention.

If you use work groups:

  • Task list: Displays only tasks assigned to your work group.
  • Technician list: Displays only technicians in your work group.

This configuration helps dispatchers focus on their assigned areas of responsibility.

Tasks appear in navigation tabs based on their current status.

View open tasks

Use Open to assign and schedule tasks.

Open includes tasks with these statuses:

  • Open: Task is not assigned or scheduled.
  • Scheduled: Task is assigned and scheduled, but not dispatched or visible to a technician.
  • Reopened: Task was previously submitted and rejected, and is available again for assignment and scheduling.

View dispatched tasks

Use Dispatched to monitor tasks that are in progress.

Dispatched includes tasks with these statuses:

  • Dispatched: Task has been sent to a technician and is available on the mobile device. The technician has not started travel or checked in to the site.
  • In Transit: Technician has started travel to the site but has not checked in or started the task.
  • In Progress: Technician has checked in to the site from the mobile device.
  • Delayed: Technician has submitted a delay notification.
  • Incident: Technician has submitted an incident notification.

View tasks pending review

Use Pending Review to view tasks that have been completed in the field and submitted for review.

Pending Review includes tasks with these statuses:

  • Pending Review: Task is completed and submitted for review.
  • Site Change Request: Task includes a request to update site address information.

View closed tasks

Use Closed Tasks to review historical data for completed and canceled tasks.

Closed Tasks includes tasks with these statuses:

  • Completed: Task is completed, reviewed, and approved.
  • Canceled: Task is canceled.

Manually schedule and dispatch tasks

To manually schedule and assign a technician to an open task, go to Task Scheduling > List View > Open Tasks, select the task, and then select Schedule & Assign to open the scheduling panel.

Use the scheduling panel to review and enter task scheduling details.

Work order deadline

This field is automatically populated based on the work order deadline defined when the work order is created.

The value is typically based on the SLA requirement associated with the customer contract.

For example, if the SLA deadline for the work order is 10 days, the work order deadline is calculated as 10 days from the work order creation date.

Scheduled date and time

Enter the scheduled date and time for the task.

This value defines the scheduled start time that the assigned technician sees in the mobile task list and in Calendar View in the dispatch console.

The user who creates the work order can prepopulate this field, but you can update it at any time during scheduling.

Duration in hours

This field defines the expected duration of the task in the assigned technician’s calendar.

The system blocks the technician’s calendar based on the scheduled date and time and the task duration.

For example, if the scheduled start time is 9:00 AM and the duration is one hour, the system blocks the calendar from 9:00 AM to 10:00 AM.

The duration can be prepopulated based on the task type. The user who creates the work order can define a default duration, and you can update it when you schedule the task.

View service window

Select View Service Window to open the service window associated with the customer site where the task will be performed.

Use this information to confirm the site’s standard operating hours and schedule the task accordingly.

Assignee

Select a technician from the Assignee list.

When you schedule a task manually, you can select a technician directly from the searchable dropdown list.

To view all technicians and their availability, or to review recommended technicians and their availability, select View Technicians.

If you use work groups, the list of available assignees is limited to technicians associated with your work group.

Part requirements

This section displays the parts and materials added to the task during work order creation.

After you select an assignee, the system populates the available inventory quantity based on the quantity of each part available on the assigned technician’s truck.

If the technician does not have the required parts on hand, you can create an inventory request from the dispatch side panel.

Task details

This section displays task details, including any notes added by the user who created the work order.

Site details

This section displays information about the location of the customer site where the task will be performed.

Services

The Services tab displays the services assigned to the task during work order creation.

Logs

This section displays a list of time-stamped events associated with the task, such as task creation, assignment, and dispatch dates.

Task logs are useful for audit purposes.

Assign tasks to crews

When you assign a task, the Assignee list displays either technicians or crews.

The available assignment type is determined by the task type configuration. The task type can allow assignment to either a single technician or a crew.

If you need to change the assignment type from a single technician to a crew, you must cancel the task and create a new crew task. You cannot convert a single-technician task to a crew task without recreating it.

Crew tasks can be assigned only in Task Scheduling > List View.

In Calendar View, crew tasks still appear under individual technicians so each technician’s schedule displays accurately.

To assign a task to a crew:

  1. Go to Task Scheduling > List View > Open Tasks.
  2. Select the task you want to assign.
  3. Select Schedule & Assign.
  4. In the Assignee list, select a crew.
  5. Select Save.

If the Assignee list shows individual technicians instead of crews when you expect a crew option, review the task type configuration.

View crew attendance for submitted tasks

After a task is submitted, web users can view attendance records for the assigned crew.

In task details, the Attendance tab displays the full attendance history for the crew.

This tab can also display multiple check-ins and check-outs for the same task, such as for a multi-day task.

To view crew attendance:

  1. Go to Task Scheduling > List View.
  2. Select any tab except Open Tasks.
  3. Select a task.
  4. Select Edit.
  5. Select the Attendance tab.

Scheduled versus dispatched tasks

After you assign and schedule a task, selecting Save changes the task status from Open to Scheduled.

A scheduled task is not yet dispatched.

A dispatched task has been sent to an assigned technician and is available on the technician’s mobile device. The technician has not yet started travel or checked in to the site.

To dispatch a task, use one of the following options:

  • Select a scheduled task, select Options, and then select Dispatch Task.
  • In Open Tasks, select the dispatch option for the scheduled task.

Bulk dispatch tasks

Dispatchers may need to dispatch multiple tasks that have already been scheduled but are not yet dispatched. This scenario can occur when dispatching takes place at a specific time of day.

To dispatch tasks in bulk, go to Task Scheduling > List View > Open Tasks and select Dispatch Tasks from the dropdown menu at the top of the data grid. Then select a timeframe.

The system dispatches all Scheduled tasks that match the selected timeframe.

  • Today: Dispatches all scheduled tasks with a scheduled start time within the current calendar day, based on the dispatcher’s time zone. For example, if the current date is February 22, tasks scheduled between 00:00 and 23:59 on February 22 are dispatched.
  • Tomorrow: Dispatches all scheduled tasks with a scheduled start time for the next calendar day, between 00:00 and 23:59. Tasks scheduled for the current day are not dispatched.
  • Next 3 days: Dispatches all scheduled tasks with a scheduled start time within the next three calendar days, including the current day. This range includes today, tomorrow, and the following day.
  • Next 7 days: Dispatches all scheduled tasks with a scheduled start time within the next seven calendar days, including the current day, from the current date through 23:59 on the seventh day.

Recall a dispatched task

You can recall a dispatched task when you need to reassign it to another technician or update its scheduled time.

After you recall a task, the assigned technician can no longer view it on the mobile app. The system moves the task to the Open module, and the task status changes to Open.

To recall a dispatched task:

  1. Go to Task Scheduling > List View > Dispatched, hover over the task you want to update, and then select Edit to open the scheduling side panel.
  2. In the side panel, select Options, and then select Recall Task.

Cancel a task

You can cancel a task that is no longer needed.

When you cancel a task, the system notifies the assigned technician, removes the task from the technician’s task list, moves it to the Closed module, and updates the task status to Canceled.

To cancel a task:

  1. Go to Task Scheduling > List View > Open Tasks or Dispatched, hover over the task you want to update, and then select Edit to open the scheduling side panel.
  2. In the side panel, select Options, and then select Cancel Task.

Delete a task

You can delete a task that is no longer valid.

Delete functionality is available only for tasks with a status of Canceled or Completed. When you delete a task, the system removes it from all task modules.

View site details

The Site Details tab displays information about the customer site where the task is performed, including the region, contact person, and location details such as map and address.

View services

The Services tab displays the services assigned to the task during work order creation.

View task logs

The Logs tab displays a list of time-stamped events associated with the task, such as task creation, assignment, and dispatch dates.

Task logs are useful for audit purposes.

View attendance history and address updates

The Attendance tab displays the current assignee and a log of when the assignee performed check-in and check-out activities.

Address updates

If a technician updates the site address during check-in, the system records the updated address and displays it in the Attendance history table.

Attendance with crews

For tasks assigned to crews, the Attendance tab displays the full list of crew members, including their individual check-in and check-out times.

The Attendance tab is not available in the side panel when you view or edit tasks in the Open or Scheduled modules.

View work order details

To view the work order details associated with a task, hover over the task in the data grid and select the View Work Order option that appears.

Approve or reject completed tasks

In Pending Review, reviewers can view tasks that have been completed in the field and submitted for review.

The review side panel displays all captured data from the task workflow, including evidence, data entered in input fields, notes, and customer signatures.

Reviewers can approve the task or reject it based on the submitted data.

Approve tasks

When you mark a task as Approved, the system moves the task to the Completed module and updates the task status to Completed.

Site change requests

If a technician identifies that the customer site address is inaccurate while on site, the technician can submit a site change request.

This request alerts reviewers, who can approve the request to automatically update the site address or reject the request to dismiss it.

Corrective maintenance requests

If a technician identifies additional corrective maintenance work while a task is in progress, the technician can submit a corrective maintenance request for back-office review.

If the request is approved, the system adds a new corrective maintenance task to the work order. You can assign this task to the same technician or to a different technician.

Reject tasks and send back to the same technician

Reviewers can reject a task and send it back to the same technician with notes that describe the issues preventing approval, such as missing evidence or incomplete information.

Reject tasks and reopen for assignment

Reviewers can reject a task and reopen it for reassignment.

When you reopen a task, the system updates the task status to Reopened and moves it to the Open module. You must then reassign the task to a technician so the issues can be resolved before approval.

Provide rejection reasons and notes

When rejecting a task, you can select a predefined rejection reason and optionally provide additional notes.

You configure rejection reasons for each task type in Settings > Work Order Settings > Task Types. You can create and edit the predefined reasons in Settings > General Settings > List Options.