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 any appointment in the calendar or on a service page to open the visit page — the one screen your crew works the job from. It holds, from the top down: the service name and the visit’s state, the customer, property, date-and-time and crew rows, the Directions and Text on my way hand-offs, the action row (Start visit · ⋯ More), the timer once the visit is started, and the Visit · Details · Notes tabs. The visit page walks through all of it; the two things you set while planning your day are below.

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The address sheet

Tap the property row (the line with the map pin) on the header card 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 row (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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Assign or change the crew

When your business runs more than one crew, the visit’s header card carries a crew row. Tap it to assign a crew (or swap to a different one) without leaving the visit.

• If the visit already has a crew, the row shows that crew’s name.
• If no crew has been picked yet, it reads Not assigned to a crew yet.

Tap the row and the Assign a crew sheet slides up, with one row per crew. Tapping a crew row assigns the visit straight away — there’s no separate Save step. Each row carries the crew’s colour dot, its name, and a line describing that crew’s day with this visit added — “6 jobs · finishes 4:40 PM”, or “9 jobs · finishes 5:20 PM — 20 min over working hours” when it would push them past their end time. It’s the fastest way to see who actually has room.

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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 sheet 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.

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Assign one visit or every future visit

Recurring services pre-schedule the whole chain of future visits, so the sheet opens with an Assign to all future service appointments switch at the top. ProBase sets it for you based on what you’re doing, and you can flip it before you tap a crew:

• Giving a crew to a visit that hasn’t got one — the switch is on, so the whole upcoming chain gets that crew at once and you only pick once.
• Moving a visit that already has a crew — the switch is off, because swapping one Tuesday’s crew shouldn’t re-crew the rest of the job. A line says so: “Moving this visit does not change the crew on its later visits.”

The new crew shows on the visit immediately, with a confirmation naming where it landed — “Crew assigned.” on a first assignment, or “Moved to Alex — now stop 4. Later visits keep the crew they have.” when you’ve moved one.

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Adjust the start time and length

The header card’s date-and-time row carries the visit’s day and time window — for example Tue, Aug 18 · 8:00 – 9:00 AM.

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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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The briefing

Once there’s a note anywhere on that customer, property, service, or visit, a card headed What you need for this visit appears above the tabs with the key details in a few plain lines — gate codes, pet warnings, access notes, preferences — so the crew doesn’t have to hunt for them. It’s there only while the visit is still ahead of you. See The AI briefing. On a marketplace job the same card is built from the notes the marketplace sent, and those are read-only.

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The Details tab

Holds the facts about the job behind the visit: a Service card with the service name, the estimated duration, how often it repeats, how it’s billed, the price and tax, the job’s standing Charges and This visit’s own charges as a separate list; and a Property card with the address and property details. Tapping one of the This visit rows reopens that charge for editing — see Charges on a visit.

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Photos

Photos are taken on the visit’s Before photos and After photos checklist rows on the Visit tab, and stay there read-only once the visit is completed. Tap a tile to open the full-size image. See Notes and photos on a visit.

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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