Creating appointments

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Overview

Appointments are scheduled work visits for a service. You can create them from the service detail page or from the calendar.

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Create an appointment from a service

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View appointments

After creating appointments, you can view them:

• On the service details page - Shows all appointments for that specific service
• On the calendar - Click Schedule in the sidebar to see all appointments across all customers

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View appointment details

Click on any appointment in the calendar or on a service page to open the dedicated appointment detail page. The appointment detail page shows:

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Page Header

• Service name and customer first name
• Appointment status badge (Scheduled, Completed, Rescheduled, Cancelled, or Skipped) on its own row under the title
• A way back up: the breadcrumb trail across the top on a computer, or the ‹ back arrow in the row under the app bar on a phone (see Going back)

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Quick Facts

Key details at a glance, just under the title:

• The property address — always shown, and tappable. See The address sheet below
• The customer’s name — always shown, and tappable too. See The contact sheet below
• How often the service repeats and the date of this visit — for example Weekly · Monday, June 9, 2025. This line is hidden on a visit that’s due today, since the date is already obvious

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The address sheet

Tap the address (the line with the map pin) and a sheet slides up from the bottom of the screen with everything you’d want to do with it:

• A map preview — a satellite view of the property with a pin on it, so you can see the place before you drive there. It’s a picture, not a map you can pan or zoom. If ProBase couldn’t place the address on a map, a short note says so instead
• Copy address — puts the full address on your clipboard, ready to paste anywhere. An Address copied! confirmation appears
• Get directions — opens turn-by-turn directions in your chosen maps app
• Open property profile — jumps to the property page

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The contact sheet

Tap the customer’s name (the line with the person icon) to open the contact sheet. It’s there on every visit, whatever its status — so you can still reach the customer about a job you finished this morning or one that got cancelled:

• Call — dials the customer
• Text message — opens your messaging app with their number filled in
• Copy phone number — puts the number on your clipboard
• Email — opens your email app addressed to them
• Copy email — puts the address on your clipboard
• Open customer profile — jumps to the customer page

If the customer has no phone or email on file, that row reads Not provided instead.

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Quick Actions

Every scheduled appointment leads with Complete Visit — whether it’s due today or still in the future — followed by a More Actions button. Tapping More Actions slides up a sheet with the rest: directions (in your chosen maps app), an “on my way” text for jobs due today or a confirmation text for future ones, plus Reschedule, Skip (recurring services), and Cancel. See Completing appointments and Rescheduling appointments for details on each workflow.

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Assign or change the crew

Scheduled appointments have a Schedule section below the action buttons, and the crew row is the first thing in it. Tap it to assign a crew (or swap to a different one) without leaving the appointment page.

• If the appointment already has a crew, the row shows the crew’s color, truck icon, and name.
• If no crew has been picked yet, the row shows an amber Not assigned to a crew yet warning.
• If your team has no crews at all, the row turns into a shortcut to the Crews page so you can create one first.

Tap the row to open the Assign Crew modal, pick a crew, and tap Save. If your team has only one crew, it’s pre-selected for you — confirm by tapping Save.

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The Recommended crew, and what each crew costs you in driving

When your team has more than one crew, ProBase suggests which one to send — and shows its working, so you can disagree with it. A moment after the modal opens, a Recommended badge appears next to one of the crews, and each crew ProBase was able to work out lands a short note on the right-hand side of its row saying how much extra driving that visit would add to that crew’s day:

• +10m drive time — sending this crew adds about ten minutes of driving to their day
• +1h 15m drive time — an hour and a quarter more driving, so probably the wrong crew for this one
• No added drive time — it costs them nothing to take, because they’re already going right past it

The Recommended badge simply marks the crew with the smallest of those numbers. For each crew you can pick from, ProBase looks at that crew’s other stops on the same date, works out the most efficient driving order for the day both with and without this visit (the same route optimization that powers Optimize drive), and compares the two totals. For a crew with nothing else booked that day, the figure is the whole trip — out from their start location on the Crews page, and back to their end location if you’ve set one — because every mile of it is down to this visit. It’s a suggestion, not a decision — the badge doesn’t select anything for you, and the numbers are there so you can weigh them against everything ProBase can’t see (who’s trained on this work, who’s already having a long day). Tap whichever crew you want and tap Save.

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Assign one visit or every future visit

Recurring services pre-schedule the whole chain of future visits, so the modal includes an Assign to all future service appointments toggle:

• On (default) — the crew is assigned to this visit and every upcoming scheduled visit in the chain, so you only have to pick a crew once.
• Off — the crew is assigned to just this one visit. A note confirms the date, and other future visits keep their current crew.

The new crew is reflected on the appointment detail page immediately, and you’ll see a “Crew assigned.” confirmation.

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Adjust the start time and length

Under the crew row, the Schedule section shows the visit’s start time and how long it’s expected to take — for example 8:00 AM · 60 min — with a pencil icon at the right-hand end of the row.

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Seeing the rest of the day while you pick a time

So you’re not guessing at a time in the dark, the Edit Time window can show you the day you’re moving the visit into, right above the fields.

• The heading names whose day you’re looking at — for example North Crew’s day. If the visit doesn’t have a crew yet, the heading reads Crew schedules for this day and you get a labelled column per crew instead, plus an Unassigned column when there’s unassigned work that day, so you can see everyone at once.
• Every other stop on that day sits on the timeline in its own block, with the customer’s first name, the time, and the service.
• The pulsing block is the visit you’re editing, drawn at whatever start time and duration you’ve currently got in the fields. Change either one and the block moves and resizes as you type, so you can see the gap it lands in before you save.
• If nothing else is booked, a line reads No other jobs scheduled this day.

The timeline is a picture, not a place to drag things — set the time in the fields below it. With the timeline showing, Start Time and Duration (min) sit side by side on one row under the timeline, so the whole window still fits on a phone screen without scrolling.

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The recommended start time

Under the fields, across the full width of the window, ProBase suggests a start time for the visit. It’s the last thing to arrive — the timeline fills in first, then the suggestion works itself out, so you’ll see Calculating optimal time… for a second or two before it becomes a button, for example Recommended: 7:40 AM. Tap the button and the Start Time field fills in with that time (the pulsing block jumps to match). Nothing is saved until you tap Save, and you’re free to ignore the suggestion entirely and pick your own time. The recommendation is the arrival time this visit would get if the crew drove its whole day in the most efficient order — the same route optimization behind Optimize drive — counted from the crew’s start time on the Crews page. If route planning can’t be worked out — usually because an address hasn’t been pinned to the map yet, or because the crew has neither a starting nor an ending address saved — ProBase falls back to the crew’s start time and labels it Suggested (crew start) so you know the difference. You may also see one of these instead of a suggestion:

• Assign a crew to get a recommended start time. — the visit has no crew yet, so there’s no day to plan around. Assign one from the crew row and reopen Edit Time.
• Not enough location data to recommend a time. — ProBase couldn’t work out a route and the crew has no start time to fall back on. Usually the property’s address hasn’t been placed on the map, or the crew has neither a starting nor an ending address saved. Pick a time yourself; nothing else changes.

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Job notes

Once there’s a note anywhere on that customer, property, service, or visit, a Job notes section appears with a short briefing of the key details and instructions — gate codes, pet warnings, access notes, preferences — so the crew doesn’t have to hunt for them. See the Job notes summary. On a marketplace job the same section carries a Read-only badge, because those notes come from the marketplace.

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Photos

After a visit is completed, any photos attached during completion appear in a Photos section. Tap a thumbnail to open the full-size image. See Adding notes and photos.

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Service Details

Shows the base service charge and any additional service items for this appointment, with quantities and prices and a grand total. Tap the → button to open the service items page where you can add extra charges for additional work or materials.

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Service Plan

Shows the service frequency (one-time, weekly, bi-weekly, monthly, every 2 months, quarterly, or every 6 months), the next scheduled appointment date, and the invoice type.

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Next steps

• Reschedule appointments if plans change
• Complete appointments when work is done
• View the calendar to see all scheduled work