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View Your Calendar

Difficulty:beginner

Learn how to see all scheduled appointments and manage your daily workload.

When You'd Use the Calendar

  • Planning your day or week
  • Checking technician availability before scheduling
  • Seeing which jobs are today vs upcoming
  • Finding gaps in the schedule
  • Balancing workload across technicians
  • Viewing job locations on a map

Accessing the Calendar

From Desktop/Laptop

Step 1: Navigate to Jobs

  1. Click Jobs in the main navigation
  2. You'll land on the default view (usually List)

Step 2: Switch to Calendar

  1. Look for view options at the top
  2. Click Calendar (icon: 📅)
  3. Calendar loads showing current week

Alternative:

  • Some dashboards have a "Week View" widget
  • Click it to jump directly to calendar

From Mobile App

Step 1: Open Jobs

  1. Tap Jobs in the bottom navigation
  2. Default view varies by role:
    • Owners/Admins: Week view
    • Technicians: My Jobs (day view)

Step 2: Choose View

  1. Tap the view selector (top-right)
  2. Options:
    • Day: Today's jobs only
    • Week: 7-day calendar
    • Month: Full month overview
    • My Jobs: Your assigned jobs (technicians)

Understanding the Calendar Layout

Week View (Default)

Structure:

Monday    Tuesday    Wednesday    Thursday    Friday
8am       8am        8am          8am          8am
├─ Job 1  ├─ Job 3   ├─ (empty)   ├─ Job 5    ├─ Job 7
10am      10am       10am         10am         10am
├─ Job 2  ├─ Job 4   ├─ (empty)   ├─ Job 6    ├─ (empty)
12pm      12pm       12pm         12pm         12pm
...

What You See:

  • Each column = one day
  • Each row = time slot (hourly or 30-minute intervals)
  • Colored cards = scheduled jobs
  • Empty slots = availability

Card Colors:

  • 🔵 Blue: Scheduled (future job)
  • 🟢 Green: In Progress (technician checked in)
  • ⚫ Grey: Unassigned (no technician yet)
  • 🟣 Purple: Completed today
  • 🔴 Red: Overdue/Late (missed start time)

Day View (Mobile Technicians)

What Technicians See:

TODAY - Tuesday, Jan 14

8:00 AM - 10:00 AM
AC Repair - Sarah Johnson
123 Main St, Springfield
[Start Job] [Get Directions]

10:30 AM - 12:30 PM
Maintenance - Bob's Restaurant
456 Oak Ave, Springfield
[Start Job] [Get Directions]

1:00 PM - 3:00 PM
Installation - New Home
789 Pine Rd, Springfield
[Start Job] [Get Directions]

Features:

  • Shows only your assigned jobs
  • Sorted by start time
  • Quick actions (Start Job, Directions)
  • Swipe to mark complete

Month View

When to Use:

  • Long-term planning
  • Seeing availability 2-4 weeks out
  • Booking maintenance schedules
  • Avoiding overloaded days

What You See:

  • Calendar grid (like paper calendar)
  • Each day shows job count (e.g., "5 jobs")
  • Busy days highlighted (red = over capacity)
  • Click any day to see details

Filtering the Calendar

Filter by Technician

Desktop:

  1. Click Filter button (top-right)
  2. Select Technician
  3. Choose one or more technicians
  4. Calendar shows only their jobs

Use case: Checking one technician's schedule before assigning new work

Filter by Status

Options:

  • ☑️ Scheduled: Future jobs not started
  • ☑️ In Progress: Technician on-site now
  • ☑️ Completed: Finished jobs (today)
  • ☑️ Unassigned: Jobs without a technician

Use case: Seeing all unassigned jobs to batch-assign

Filter by Service Type

Options:

  • Repair
  • Maintenance
  • Installation
  • Inspection

Use case: Planning maintenance routes (group by location)

Interacting with Job Cards

Click to View Details

Desktop:

  1. Click any job card on the calendar
  2. Job details panel slides in (right side)
  3. Shows:
    • Customer name & phone
    • Service type & description
    • Technician assigned
    • Job status
    • Quick actions (Edit, Complete, Reschedule)

Mobile:

  1. Tap any job card
  2. Opens full-screen job details
  3. Swipe down to close

Drag & Drop to Reschedule

Desktop only:

Step 1: Click and Hold

  1. Click job card and hold mouse button
  2. Card slightly enlarges (visual feedback)

Step 2: Drag to New Slot

  1. Drag the card to a new day/time
  2. Green highlight shows valid drop zones
  3. Red highlight shows conflicts

Step 3: Drop

  1. Release mouse button
  2. Confirmation popup: "Reschedule job?"
  3. Click Yes to confirm

Right-Click for Quick Actions

Desktop only:

  1. Right-click (or Ctrl+click) any job card
  2. Context menu appears:
    • View Details
    • Edit Job
    • Reschedule
    • Reassign Technician
    • Mark Complete
    • Cancel Job

Use case: Quick access without opening full details

Using the Map View

What is Map View?

Shows all jobs as pins on a geographic map. Great for:

  • Route planning
  • Grouping jobs by area
  • Minimizing drive time
  • Assigning based on proximity

How to Access

  1. Navigate to Jobs → Map
  2. Map loads with job pins

What You See:

  • 📍 Blue pins: Scheduled jobs
  • 📍 Green pins: In-progress jobs
  • 📍 Red pins: Unassigned jobs
  • 📍 Grey pins: Completed jobs

Filter by Date

  1. Click Date Filter (top)
  2. Choose: Today, Tomorrow, This Week, Custom
  3. Map updates to show only those jobs

Assign from Map

Step 1: Click Unassigned Job Pin

  1. Click any red pin (unassigned job)
  2. Job details card pops up

Step 2: Assign Technician

  1. Click Assign button
  2. Select technician from dropdown
  3. Map updates (pin turns blue)

Pro tip: Assign multiple jobs in the same area to one technician.

Move Between Dates

Week View:

  • Next Week: Click arrow-right (→)
  • Previous Week: Click arrow-left (←)
  • Jump to Date: Click date picker, select any date

Month View:

  • Next Month: Click arrow-right (→)
  • Previous Month: Click arrow-left (←)

Today Shortcut:

  • Click Today button (always visible)
  • Jumps to current date

Keyboard Shortcuts (Desktop)

Shortcut Action
← Previous day/week/month
→ Next day/week/month
T Jump to Today
D Switch to Day view
W Switch to Week view
M Switch to Month view
/ Focus search (find job by customer name)

Calendar Tips & Tricks

1. Color-Code by Priority

Setup:

  • Settings → Display → "Color jobs by priority"
  • High priority = Red
  • Normal priority = Blue
  • Low priority = Grey

Use case: Quickly spot urgent jobs

2. Print Daily Schedule

For Technicians Without Phones:

  1. Navigate to Day View
  2. Select the technician
  3. Click Print button (top-right)
  4. Print or save as PDF
  5. Hand to technician

Printout includes:

  • Job list with times
  • Customer names & addresses
  • Phone numbers
  • Brief descriptions

3. Export to Google Calendar

Sync with personal calendar:

  1. Settings → Integrations → Google Calendar
  2. Click Connect
  3. Authorize Crewdex
  4. Jobs appear in your Google Calendar
  5. Updates sync automatically

Use case: See work schedule on personal phone/calendar

4. Set Business Hours

Hide non-working hours:

  1. Settings → Business Hours
  2. Set start time (e.g., 8:00 AM)
  3. Set end time (e.g., 6:00 PM)
  4. Calendar only shows working hours

Use case: Cleaner view, less scrolling

5. Highlight Today's Date

Calendar always highlights the current day:

  • Week view: Column has blue header
  • Month view: Date has blue circle
  • Makes it easy to orient yourself

A:

  • Owners/Admins: Yes, see all technicians
  • Technicians: See team calendar (read-only), but only edit your own jobs

Q: Why are some jobs grey on the calendar?
A: Grey = unassigned (no technician yet). Drag them to a technician's row to assign.

Q: Can I block off time for lunch or breaks?
A: Create a personal "block time" event. Settings → Calendar → "Allow personal events". Appears as striped pattern (not a real job).

Q: How do I see jobs more than a month out?
A: Switch to Month view, then use the arrows to navigate forward. Or use the date picker to jump to any month.

Q: Can customers see this calendar?
A: No, this is internal only. Customers only see their own appointment confirmations.

Troubleshooting

Issue: "Calendar is empty but I know there are jobs"
Solution: Check your filters. You might have "Completed" unchecked or a technician filter active. Click "Reset Filters".

Issue: "Jobs overlapping on the calendar"
Solution: This indicates a scheduling conflict. Right-click the overlapping jobs and reschedule one to a different time.

Issue: "Calendar not loading on mobile"
Solution: Check your internet connection. If offline, the calendar requires data to load. Consider using Day view (cached locally).

Need More Help?

Related Guides

Book Appointment

Assign Technician

Reschedule Job

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