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Dashboard

Job Scheduler

The Job Scheduler is your comprehensive command centre for managing every aspect of your inspection business workflow. From initial appointment booking through final report delivery, the Scheduler provides multiple viewing options, intelligent conflict detection, and seamless integration with external calendars.

Scheduler Interface Overview

Explore the different scheduler views and how they help you manage your team's workload

Open the Job Scheduler to start managing your inspection appointments and explore the features described in this guide.

The Scheduler provides multiple views to help you visualise and manage your workload: Calendar view for monthly planning, Timeline view for weekly scheduling, and List view for detailed job management. All views include conflict detection and easy access to job editing and rescheduling.

Getting Started with the Scheduler

The Scheduler is accessible from your main dashboard. Before scheduling jobs, ensure you have:

  • Published templates - At least one inspection template must be available
  • Inspector accounts - Jobs must be assigned to active inspectors
  • Company details - Required for report generation and client communications

Calendar Integration

If you've connected Google Calendar or Outlook, the scheduler will create calendars for each particular inspector on your account, which you can then share to your team. This allows you to see all calendars for each inspector in one place.

Scheduler Views

Calendar View

The Calendar view provides a monthly overview of all scheduled inspections. This view is ideal for:

  • Monthly planning - See your entire month's workload at a glance
  • Availability checking - Quickly identify free days for new bookings

Timeline View

The Timeline view shows a week-by-week breakdown with hourly time slots. Perfect for:

  • Detailed scheduling - See exact time slots and durations
  • Conflict identification - Spot overlapping appointments instantly
  • Route planning - Organise jobs by location and travel time

List View

The List view provides a detailed, sortable table of all jobs. Use this for:

  • Job management - Bulk operations and status updates
  • Progress tracking - Monitor workflow status across all jobs
  • Filtering and search - Find specific jobs quickly

Scheduling Conflicts

The system automatically detects scheduling conflicts and will warn you before double-booking inspectors. Use the conflict resolution tools to reschedule overlapping appointments.

Creating and Managing Jobs

Quick Job Creation

Create new inspection jobs directly from any scheduler view:

Creating New Jobs

See how quick and easy it is to schedule new inspection jobs with automatic conflict detection

Managing Contacts

Each job can have multiple contacts with different roles. The system includes comprehensive contact types for various property inspection scenarios:

  • Client - The primary contact who receives reports
  • Real Estate Agent - Real estate or managing agent
  • Site Contact - On-site contact for property access
  • Builder - Construction or building contractor
  • Property Manager - Property management company contact
  • Tenant - Current occupant or renter
  • Owner - Property owner or landlord
  • Maintenance Contact - Maintenance or repair coordinator
  • Caretaker - Property caretaker or superintendent
  • Solicitor - Legal representative
  • Strata Manager - Strata or body corporate manager
  • Council Representative - Local council or government contact

Custom Contact Types

You can also create custom contact types as needed for your specific business requirements. Custom contact types are saved to your company settings and can be reused across all jobs.

Workflow Management

Job Status Tracking

Each job progresses through several workflow stages:

  • Unscheduled - Job created but no time slot assigned
  • Scheduled - Time slot assigned, awaiting inspection agreement to be sent
  • Confirmed - Client has signed the pre-inspection agreement
  • In Progress - Inspector is currently on-site and has started the inspection
  • Completed - Inspection finished, report has been uploaded
  • Delivered - Final report emailed to the client
  • Overdue - Scheduled inspection time has passed
  • Cancelled - Report was cancelled manually

Most status transitions happen automatically as events occur throughout the inspection workflow. For example, jobs automatically move to "Confirmed" when clients sign agreements, to "In Progress" when inspectors start the mobile app inspection, and to "Completed" when reports are uploaded. However, you can manually adjust any job status as needed to accommodate special circumstances or correct workflow tracking.

Filtering and Searching

Use the built-in filters to focus on specific jobs:

  • Status Filters - Show only jobs at specific workflow stages
  • Inspector Filter - Focus on individual team member schedules
  • Date Range - Limit view to specific time periods
  • Text Search - Find jobs by address, client name, or inspector name

Advanced Features

Job Management and Rescheduling

Click on any job in the Calendar, Timeline, or List views to access job details and editing options. The system provides:

  • Interactive job details - Click any job to view full information including inspector, client details, and inspection requirements
  • Quick editing access - Direct links to edit forms for immediate scheduling changes
  • Conflict detection - Automatic checking for inspector availability and scheduling conflicts
  • Calendar synchronisation - Automatic updates to external calendar integrations when changes are made
  • Status tracking - Visual indicators and filtering by workflow status across all views

Staged Inspections

One of the Scheduler's most powerful features is the ability to associate multiple inspections with a single job. This is perfect for staged inspections where properties need to be inspected at different phases of construction or renovation:

  • Single job tracking - Maintain one job record for the entire project with multiple inspection stages
  • Progress monitoring - Track overall job progress while managing individual inspection appointments
  • Flexible scheduling - Schedule each stage independently while maintaining the connection to the overall project

Staged Inspection Example

A new construction project might require: Frame inspection → Pre-plaster inspection → Pre-handover inspection. Create one job and schedule multiple inspections, each with its own date, requirements, and completion status.

Follow-up Management

Schedule follow-up tasks and reminders:

  • Follow-up Dates - Set automatic reminders for post-inspection tasks
  • Reason Tracking - Categorise why follow-up is needed
  • Calendar Integration - Follow-ups appear in your external calendar

Mobile Synchronisation

All scheduled jobs automatically sync to the mobile apps. Inspectors can see their assignments, update job status, and access all necessary information while on-site.

Integration Features

Calendar Synchronisation

Connect Google Calendar or Microsoft Outlook to automatically sync scheduled inspections. Each appointment includes:

  • Property address and client details
  • Inspection type and duration
  • Contact information for site access
  • Special instructions or notes

Notification System

Configure automatic notifications for:

  • Job Confirmations - Sent to clients when appointments are scheduled
  • Reminder Emails - Pre-inspection reminders for clients and inspectors
  • Status Updates - Progress notifications throughout the workflow
  • Follow-up Alerts - Reminders for post-inspection tasks

Best Practices

Efficient Scheduling

  • Plan ahead - Use Calendar view for monthly planning, then Timeline view for detailed scheduling
  • Group by location - Schedule jobs in the same area on the same day to reduce travel time
  • Use staged inspections - For construction projects or multi-phase inspections, use the staged inspection feature to maintain project continuity while scheduling individual inspection appointments
  • Buffer time - Allow extra time between appointments for travel and unexpected delays
  • Regular reviews - Check for conflicts and upcoming deadlines daily

Team Coordination

  • Clear assignments - Always assign jobs to specific inspectors
  • Communication - Use job notes for important information that affects the entire team
  • Status updates - Keep job statuses current for accurate workload tracking
  • Follow-up management - Set follow-up dates and reasons to ensure nothing falls through the cracks