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Creating and Managing Events

Events let you block time on the schedule for anything that is not a customer job — team meetings, training sessions, drive time, or any other activity you want visible on the Gantt chart. Events appear in the same timeline rows as jobs and count against team availability. They also appear on the Calendar view (Month, Week and Day).

In Filters, check Enabled under Hide Events to take events off the Timeline and Calendar, or Event Tags to show only events with the tags you pick. On the Route view, events always show as stops in the team's route.

Who Can Access This​

RoleAccess Level
AdministratorFull access
OfficeFull access
SalesFull access
HR AdminFull access
Payroll AdminFull access
TechnicianNo access — technicians see their own events in the technician portal

Adding an Event​

  1. Go to Office > Schedule.
  2. Click Add Event in the top toolbar.
  3. Fill in the event details in the drawer that opens.
  4. Click Create Event to save.

The new event appears immediately on the schedule for all assigned teams.

Event Fields​

Event Title​

Give the event a clear name. This title appears on the event block in the timeline. Examples: "Weekly standup", "New hire training", "Drive to satellite office".

Office Location​

Choose which office location this event belongs to. The default is Main Office. If your company has satellite offices, they appear in the dropdown as well.

Date, Start Time, and End Time​

Set the event's date, start time, and end time directly — pick both times from the time pickers rather than entering a duration in minutes. This matches how the event is actually stored and avoids the rounding a minutes-based duration could introduce for events shorter than 30 minutes.

Payment Type​

Choose how team members are paid for this event. Both paid options use each technician's own Hourly Rate:

OptionWhat It Means
Allowed Hours (default)Hourly Rate x the event's scheduled hours, however long the technician was clocked in
HourlyHourly Rate x the hours the technician was clocked in to the event
N/AThe event isn't paid

Pay is added after the technician clocks out of the event. A technician with no Hourly Rate is paid $0.00 for the event. See Pay Structure.

Assign Teams​

Select one or more teams to assign to this event. Use the search box to find a team by name. Each selected team shows the event block in their row on the schedule.

Tags (Optional)​

Add tags to organize events for filtering or reporting. Type a tag name and press Enter or click Add to attach it. Remove a tag by clicking the X on its badge.

Recurrence (Optional)​

To create a repeating event, configure a recurrence pattern. Options include:

  • Daily — repeats every N days
  • Weekly — repeats on selected days of the week
  • Monthly — repeats on a specific date each month

When recurrence is enabled, a preview shows the next several occurrence dates so you can confirm the pattern before saving.

Event Schedule Notes (Optional)​

Notes for every event in a recurring series. This field appears when the event repeats, just below the repeat settings. They are the default notes for the whole series: they are kept on the series and not copied into each event. When you edit a recurring event, changes to Event Schedule Notes save only when you choose All events in series.

When you end a series and keep the event as a one-off, it keeps its own Event Notes. If those are blank, its Event Schedule Notes carry over instead.

Event Notes (Optional)​

Notes for this one event, in plain text. The field is hidden while you first set up a repeating event; open a single event from the series later to add its own notes. Editing the series never changes an event's own notes.

Viewing Event Details​

Click any event on the Timeline or Calendar to open the event detail drawer. The drawer is organized in three sections:

Summary — Shows date, time, duration, office location, payment type, assigned teams, tags, Event Schedule Notes (for a recurring event, with a recurring badge) and Event Notes. A pencil icon in the top-right corner of this section opens the edit form.

Clock Records — Shows which team members clocked in and out for this event, with their actual in and out times. Mobile clock times are shown as a tooltip if they differ from the manual record.

Recurrence — Appears for recurring events only. Shows the recurrence pattern description (e.g., "Every week on Monday") and a list of upcoming occurrence dates.

Quick Look on the Timeline​

To check an event without opening it, hold your pointer over the event block on the timeline for about half a second. A card opens to the right with:

  • The event title and its status (Pending, Closed, or Cancelled)
  • Whether it is an Event or an Inspection, with a recurring badge if it repeats
  • The address, if there is one
  • The time range and length (for example, 9:00 AM – 10:00 AM · 1h)
  • The office location (Main Office if none is set)
  • The assigned teams and the payment type
  • In progress while someone is clocked in, or Has clock entries once clock records exist
  • For an inspection, the linked job number
  • Tags and Event Notes. The card shows Event Notes only; Event Schedule Notes are in the detail drawer.

The card does not appear while you are dragging the event. Click the event to open the full detail drawer.

Editing an Event​

  1. Click the event block in the schedule timeline.
  2. The event detail drawer opens. Click the pencil icon in the Summary section.
  3. Update the fields you want to change.
  4. Click Update Event.

Editing a Recurring Event​

When you save changes to an event that is part of a recurring series, a prompt asks how to apply the change:

OptionWhat It Does
This event onlyUpdates only this specific occurrence. Future events in the series are not affected.
All events in seriesUpdates this occurrence and all future occurrences. The recurrence pattern and details change for the entire series.

Choose carefully — "All events in series" cannot be undone selectively per occurrence.

Deleting an Event​

  1. Click the event block on the schedule.
  2. The event detail drawer opens. Click the pencil icon in the Summary section to open the edit form.
  3. Click Delete Event at the bottom of the form.
  4. Confirm the deletion in the dialog that appears.

Deleting a Recurring Event​

If the event is part of a recurring series, a Delete Recurring Event dialog asks what to delete:

OptionWhat It Does
Delete this event onlyCancels only this occurrence. Future occurrences continue as scheduled.
Delete this and future eventsCancels this occurrence and all remaining future occurrences in the series.
warning

Deleting an event is permanent and cannot be undone.

Moving Events on the Schedule​

Once created, events can be dragged on the Gantt chart just like job cards. Drag left or right to change the time, or drag up or down to move the event to a different team row. Events snap to 15-minute intervals.

See Drag-to-Move Jobs on the Schedule for full drag-and-drop instructions — the same rules apply to events.

Tips​

  • Use events for non-billable time. Blocking team time with events keeps your schedule accurate. It prevents the system from treating that time as available capacity.
  • Set the right payment type upfront. Allowed Hours vs. Hourly affects payroll calculations. Confirm with your payroll administrator which type applies to each event category.
  • Use recurring events for standing meetings. Instead of creating the same event week after week, set up a recurring event once and let the system generate all future occurrences.
  • Tag events for reporting. Tags make it easy to filter and report on specific event types, like training hours or company meetings.
  • Edit this event only for exceptions. If a weekly meeting is cancelled for one week or moves to a different time, use "This event only" to handle the exception without disrupting the rest of the series.

Troubleshooting​

The Add Event button is not visible​

Your role may not include event creation permission. Contact your administrator. The button also only appears in certain schedule views — make sure you are on the Schedule page under Office > Schedule.

My recurring event is not generating future occurrences​

Check the recurrence pattern configuration. The end date or occurrence count may have been set too short. Open the event, click Edit, and review the recurrence settings. The preview will show upcoming dates.

I changed "All events in series" but some past events still show the old details​

Changes to "All events in series" apply to this and future occurrences only. Past events that have already happened are not modified.

An event is overlapping a job on the timeline​

Events and jobs can overlap on the schedule — the system does not prevent this. An overlapping event gets its own lane in Stack layout. In Overlap layout, an event that starts at the same time as a job cascades just below it; otherwise both share the top lane and the event is drawn over the overlapping part of the job. If the overlap represents a conflict, resolve it by adjusting the event time or reassigning the job to a different team.