Scheduling & Dispatch
The Schedule is where you plan who goes where and when. It’s a calendar view of all your jobs, organized by day and team member, with tools for assigning crews, detecting conflicts, and managing changes.
Required role: Dispatcher (or Site Admin).
Calendar Views
The schedule offers multiple views to match how you think about your week:
| View | What It Shows |
|---|---|
| Day | A single day with all assigned jobs and crew members. Best for daily planning. |
| Weekdays | Monday through Friday at a glance. The most common view for office dispatchers. |
| Full Week | All 7 days including weekends. Useful if you schedule weekend work. |
| Month | A high-level overview of the entire month. Good for spotting gaps and planning ahead. |
Switch between views using the controls at the top of the schedule page.
Scheduling a Job
When a job reaches Customer Accepted status, it’s ready to be scheduled.
- Open the job.
- Click Schedule Job.
- Select the date(s): 1 day for simple jobs, multiple days for larger projects.
- Assign crew members:
- Select individual people, or assign a crew to add everyone at once.
- Set roles for each person: Lead, Helper, Inspector, etc.
- Set the start time (defaults to your site’s default schedule time).
- Add schedule notes if needed (e.g., “Customer will leave key under the mat”).
- Save.
The job moves to Scheduled status, and the assignments appear on the calendar.
Per-Day Schedule Statuses
Each day of a multi-day job has its own status, separate from the overall job status:
| Schedule Day Status | What It Means |
|---|---|
| Scheduled | The day is planned but work hasn’t started. |
| En Route | The crew is on the way. |
| In Progress | Work is actively happening. |
| Paused | Work was temporarily stopped (lunch break, weather, waiting for materials). |
| Day Completed | The day’s work is done. |
| Work Completed | All work on this job is finished. |
| Sent for Sign-Off | The customer has been asked to sign off on the completed work. |
These statuses are updated by crew members in the field using the mobile app.
Assigning Equipment to Schedule Days
Each schedule day can have equipment assigned to it:
- On the schedule day detail, click Equipment.
- The system can auto-assign available equipment, or you can manually select pieces.
- Crew members will see the assigned equipment when they open the job on their mobile app.
If assigned equipment has overdue maintenance, the system will warn you. You can override the assignment if needed, but the warning helps you make an informed decision.
Conflict Detection
Rivvex watches for scheduling conflicts and warns you:
Time-Off Conflicts
If you try to schedule a crew member on a day they have approved time off, you’ll see a warning. You can:
- Proceed anyway (the person won’t be expected)
- Choose a different crew member
- Pick a different date
Availability Conflicts
If a person is already assigned to another job at the same time, the schedule will show the overlap.
Skill-Based Filtering
When assigning crew members, you can filter by skillsets. If a job requires a “CDL Licensed” driver or a “Certified Electrician,” use the skill filter to see only qualified team members.
This is especially useful for larger teams where not everyone is qualified for every type of work.
Rescheduling
Plans change. When you need to move a job:
- Open the job.
- Go to the schedule section.
- Change the dates, reassign crew members, or adjust start times.
- Save.
The system updates the calendar for everyone affected. If the customer was notified of the original schedule, consider sending them an updated notification.
Schedule Notes
2 types of notes can be attached to schedule days:
Internal Notes
Visible only to your team. Use these for operational details:
- “Customer has a dog, close the gate”
- “Materials are in Truck #2”
Customer-Visible Notes
If enabled, these notes are included in customer notifications:
- “We’ll arrive between 8:00 and 8:30 AM”
- “Please ensure the back gate is unlocked”
A Realistic Example
Friday afternoon: Planning next week
Dispatcher Maria opens the Weekday view for next week. She sees:
- Monday: 2 jobs already scheduled. Crew A has a roof repair, Crew B has a fence install.
- Tuesday: Empty, time to fill it.
- Wednesday-Friday: Various jobs partially scheduled
She has 3 new jobs to schedule (all Customer Accepted):
- Gutter cleaning (1 day, 1 person). She assigns it to Tuesday for Jake.
- Deck repair (2 days, 2 people). She assigns Crew A for Wednesday-Thursday. But wait, Carlos (Crew A member) has approved PTO on Thursday. Maria sees the warning, swaps in Tom as a temporary helper for Thursday only.
- Emergency pipe insulation (1 day, needs CDL). She filters by “CDL Licensed” and sees only Mike and Sarah qualify. Mike is available Tuesday, so she schedules it.
All assignments are on the calendar. Crew members will see their updated schedules on the mobile app Monday morning.