Calendar view

Calendar view lays jobs out on a time grid. Use it when a customer needs a set arrival window, or when the crew needs start and finish times on the schedule, in the mobile app, or on a printed runsheet.

If customers are happy for the work to happen any time that day, stay on Day, Week, or Month and plan with Smart ETAs instead. See How do I add start and end times to jobs?.

Which view to use

The view menu on Schedule has two families. Day, Week, and Month show jobs grouped into job runs. Calendar day, Calendar week, and Calendar month show jobs by time of day.

• Day: running today. Put employees on job runs, set the order of jobs, and check the route.
• Week: moving jobs between days and job runs within a week.
• Month: planning ahead and finding room. Each week is one row across the screen. The bottom of each job run shows its total hours (and value, if you use estimated values), so a day with a low total has space for another job. See How schedule hour totals work.
• Calendar day, week, and month: only useful when your jobs have start and end times. Jobs without a time all sit in the all day row at the top, so on a busy day the calendar is just a list with no time slots to plan around.

Month view shows every job, so a busy week is tall and you scroll to see the rest of the month. To fit more on screen, open the Schedule display settings (three horizontal sliders), set View mode to Compact, and set Run heights to Fit content. See Using the display settings on the schedule.

Turn it on

Open Settings → Jobs → Job settings, then turn on Enable calendar view.

Switch to the calendar

Open Schedule. Open the view menu (it shows the current view, such as Week) and choose Calendar day, Calendar week, or Calendar month.

On calendar day and week:

• The top of each day lists its crews, one line each, with the initials of the people on that job run. The square beside each crew is the colour of its jobs. Click a crew’s name to change who is on that job run. Use Add run (or Add job run on calendar day) to start a job run for another crew.
• Jobs without a time sit in the All day row. Each day shows three, then +N more. Click it to see the rest, and Show less to fold them away again.
• Timed jobs sit in the time slot for their start and finish. Jobs that overlap sit side by side, each one slightly over the one before.

The calendar shows your normal working day. If a job starts earlier or finishes later, the calendar stretches to show it.

You can change the order of all day jobs on Day, Week, and Month. The calendar does not reorder that row.

On calendar month, each day is one list. All day jobs come first, then timed jobs by start time. Click the date number at the top of a day to open that week in calendar week.

Add or change a time

Open the job and enter a start and end time, or tick Any time to move it into the all day row. See Start and end times in the calendar schedule, which also covers time clash warnings and lunch breaks.

To add a job straight from the calendar:

• On calendar day or week, drag across an empty stretch of the day to add a job for that time, or click an empty slot to add one for that hour. Click the all day row to add a job with no time.
• On calendar month, click an empty part of a day.

Then choose a job or a note. The form opens with the date and times filled in. On calendar day, the job also goes on the crew’s job run you picked.

Move a job or change how long it runs

• Drag a job to another time or day. The start and the finish move together, in 15 minute steps. On calendar day, dragging a job to another crew’s column also moves it to that crew’s job run.
• Drag a job into the all day row to clear its times, or drag an all day job into a time slot to give it a time.
• On calendar month, drag a job to another day. It keeps its times.
• On calendar day or week, drag the bottom edge of a timed job to change when it finishes. That changes how long the job runs. The top edge stays put, so you cannot drag the start time on its own. Drag the whole job, or edit the times on the job.

If the job is confirmed, SortScape asks before moving it to another day or job run. When you move a repeating job, Apply to future jobs in this series appears at the bottom of the screen, as it does on the other views. See Moving repeating jobs and understanding end dates.

Click a job to open it.

There is no line on the calendar for the current time of day.

On a phone

A swipe scrolls the calendar, so adding, moving and resizing start with a press and hold:

• Press and hold an empty slot, then drag to pick the time for a new job.
• Press and hold a job, then drag it somewhere else.
• Press and hold the bar at the bottom of a timed job, then drag it to change when the job finishes.

What you see on each job

Each block shows the job title, its time, then the contact name or the property address. Which one is the title depends on Job title on schedule in Settings → Jobs → Job settings. See Job title on schedule. Jobs in the all day row show only the title, on one line.

Each block is the colour of its job run’s crew, so every job in a run is the same colour. Notes keep their own pale yellow. The block keeps its colour when you complete or invoice the job. The status colours (red, orange, green and so on) only show on Day, Week, and Month, so switch to one of those to see at a glance which jobs are done. Skipped jobs show with a line through the title. See What do the color codes on the schedule mean?.

Long names are cut off. A short job is only as tall as the time you set, so the name can be cut off even when the block is wide.

Blocked days, such as public holidays, show their name next to the date. See Blocked days.

Filters and display settings

The search button and the Employee Filter in the Schedule display settings (three horizontal sliders) work on the calendar the same way as on Day, Week, and Month. See Using the display settings on the schedule.

Calendar blocks are always compact, so the Detailed and Compact buttons are hidden on the calendar. Switching to the calendar does not change the view mode you picked for the other views.

What is not on the calendar

Day, Week, and Month still have a few tools that calendar day, week, and month do not:

• Open issue badges, such as GT for General task, tags, and job icons show on job cards in Detailed view. Calendar blocks do not. Open the job and look under Issues. See Tracking customer requests with issues.
• The Unscheduled column, including dragging an unscheduled job onto the schedule. Switch to Day, Week, or Month to grab an unscheduled job. See How can I view the list of unscheduled jobs?.
• Selecting several jobs at once. See Bulk selecting jobs on the schedule.
• Job status colours. Calendar blocks use the crew colour and do not turn green when a job is complete.

Route optimization reorders all day jobs. A job with a fixed time stays in its slot. See Route optimization.