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Scheduling Jobs

When a lead is ready to book, you can schedule a job directly from the inbox app. The AI can even suggest times that work for your schedule.

Opening the Schedule Modal​

From any lead:

  1. Tap the lead to open its details
  2. Tap Schedule (or the 📅 icon)
  3. The Schedule Job modal opens

Filling out a Job​

Date & time​

Pick the date and time for the job. The time picker supports any minute (9:00, 9:30, 10:15, etc.).

Duration​

Default: 60 minutes. Adjust based on the service.

Service, address, phone, notes​

These fields auto-fill from the lead when possible:

  • Service — pulled from the original inquiry
  • Address — auto-extracted from the conversation if mentioned
  • Phone — pulled from the lead's contact info
  • Notes — ✨ AI-generated summary of the full conversation

✨ AI-generated job notes​

When you open the Schedule modal for a new job, the Notes field is automatically filled with a clean, structured summary built from the entire conversation:

Issue: Roof leak in kitchen area
Details: Asphalt shingles, urgent
Address: 3627 Trafalgar Way, Palm Harbor 34685
Timeline: ASAP
Special notes: Customer mentioned two dogs on property

The summary is generated by AI the moment you open the modal (takes ~2 seconds). You can edit it before saving. If you reopen the modal on an existing job, your saved notes show up instead — the AI summary is only generated for new jobs.

Assigning a worker​

If you have team members, pick who's doing the job. The conflict detector checks this worker's schedule only — two different people can be booked at the same time without a conflict.

Price​

Optional — set the quoted price for this job.

AI Suggest Slots​

Instead of picking a time manually, tap 🪄 Suggest Slots and the AI will propose 3 time slots.

The AI considers:

  • The conversation history — looks for urgency cues ("ASAP", "today", "tomorrow", "next week", specific days)
  • Your working hours from the Scheduler settings
  • Your existing booked jobs in the next 14 days
  • The travel buffer between jobs (e.g., 30 min)

Each suggestion shows the time, a short rationale, and a confidence score. Tap any suggestion to use it.

Warnings​

The Schedule modal gives you two types of warnings:

⚠️ Conflict warning (orange)​

Shown when the selected date/time overlaps with another job for the same worker (including the travel buffer). You can still save — you'll just be asked to confirm.

🕐 Outside working hours warning (yellow)​

Shown when the selected time falls outside your configured business hours (or the day isn't a working day). Examples:

  • Trying to book 7:30 PM when your business closes at 5:30 PM
  • Picking Sunday when you're Mon–Sat only
  • Saturday 4:30 PM when your Saturday override ends at 4:00 PM

This is a soft warning — emergency and after-hours jobs can still be booked. You'll just get a confirmation prompt before saving.

After saving​

When a job is created from a lead:

  1. The lead's status changes to BOOKED
  2. Any pending follow-ups are cancelled
  3. A confirmation message is sent back to the customer via their original channel (SMS, FB Messenger, or Instagram)
  4. The message is written in the customer's language (English or Spanish)

Example confirmation:

Hi Maria, you're booked for Wed, Apr 22 at 10:00 AM for AC tune-up. Reply if you need to reschedule.

Editing a job​

Tap an existing job to edit it:

  • Change date, time, duration, service, address, phone, notes, price
  • Reassign to a different worker (or clear the assignee with Unassign)
  • Mark as Completed or Cancelled

Marking completed​

When you mark a job as COMPLETED, the lead's status also updates to COMPLETED.

What changes after a lead is completed or closed​

Once a lead is Completed, Lost, or Closed, the inbox locks scheduling on it to prevent accidental "ghost reschedules":

  • The big Schedule Job button is hidden in the lead's detail view, with a small note explaining why
  • Edit and Cancel controls on existing scheduled jobs are hidden — the job becomes read-only
  • The schedule strip below the chat input is hidden

Chat stays open at all times. You can still message the customer after a job is completed — to follow up, ask for a review, or talk about a new request. Only scheduling is locked, never messaging.

Need to schedule again?​

If the customer comes back for new work, Reopen the lead first — swipe left on the lead in the list (or tap the ⋮ button) and choose ♻️ Reopen. The lead returns to the Qualified state and the Schedule Job button comes back. This makes the decision to "do more work for this customer" explicit, so an old job can't be silently rescheduled by accident.

Cancelling a job​

Tap Cancel Job to cancel. Cancelled jobs no longer count toward conflict detection or block the time slot.

Tips​

  • Configure your working hours in the customer dashboard under Operations → Scheduling first, so the warnings and AI suggestions are accurate
  • Set a realistic travel buffer if your service area is spread out
  • Use Suggest Slots for inbound leads who mentioned timing — the AI will prioritize matching their preference