Optimize Your Workflows with Powerful Scheduling Tools
Smart Service’s scheduling features help service trade businesses manage their operations efficiently. Whether you’re scheduling technicians, assigning crews, or coordinating job types, our powerful Dispatch Board and comprehensive scheduling tools make it easy to keep every job on track.
From quick-entry scheduling to managing assets and teams, Smart Service brings automation, flexibility, and control to your workflow in one seamless solution. Simplify your scheduling process and optimize your business with a toolset built for the demands of the service trades.
The Dispatch Board
Take Command of Your Scheduling and Field Operations
Smart Service's Dispatch Board is your "live screen" for managing scheduling and field operations with precision.
Whether juggling technicians, crews, or a combination, the Dispatch Board gives you full visibility and control to ensure every job is handled efficiently and that no task falls behind. The advanced features of the Dispatch Board are designed to help you master all the complexities of scheduling—keeping your teams on track, on time, and fully informed.
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Effortless Scheduling For Maximum Results:
- Drag-and-Drop SchedulingEasily adjust your schedule on the fly with intuitive drag-and-drop functionality. Reschedule appointments, quotes, or jobs effortlessly by dragging them to a new day, time slot, or different technician or crew. This allows you to make real-time changes without the hassle of extra clicks, screens, or manual entry. Effortlessly reschedule or reassign to keep your team operating smoothly and ensure no job falls behind due to last-minute changes or emergencies.
- Quick Entries for Fast SchedulingSpeed up appointment creation with pre-configured quotes and work orders that can be added to the schedule.
- Real-Time Status UpdatesKeep track of your field operations with full visibility into every job's current status. The Dispatch Board provides real-time updates showing exactly where your technicians are and what they're working on. Instantly see whether a technician is "In Route," "On the Jobsite," or has marked a job as "Complete." This level of transparency allows you to track progress, respond to delays, and make better decisions on the fly. With real-time status updates, your team's productivity is always in view, ensuring smooth operations and improved customer service by keeping everything on schedule.
- Text Messaging EmployeesCommunicate instantly with your technicians and crews directly from the Dispatch Board. Whether it's an urgent update or a change in job details, you can send quick text messages to keep your team informed and aligned. This feature eliminates the need for separate messaging tools, streamlining communication and ensuring everyone stays on the same page.
- See Time Punches LiveWith an instant overview of your technicians' current time punches directly from the Dispatch Board, you can easily see who is clocked in, on break, or in real-time. It's all about having live, up-to-date information on where your employees stand at any given moment so you can make quick decisions and adjust schedules accordingly. This visibility ensures you stay on top of operations and workforce availability without needing separate tools or reports.
- "Dispatch Now" capabilityInstantly notify technicians or crew leaders of mid-day changes to their schedule with the Dispatch Now feature. Whether it's a new urgent job or a schedule adjustment, technicians receive the notification instantly via text. Know that your employees are always informed and ready to respond to last-minute dispatches. Adapt to any situation, and keep your operations flexible and efficient throughout the day with the "Dispatch Now" capability.
Integrated Map
- See Employees' Current LocationsGet real-time visibility of your technicians' exact locations from the Dispatch Board. This feature allows you to monitor where each technician or crew is at any given moment, helping you make informed decisions on job assignments, route efficiency, and workforce management. By seeing live locations, you can quickly adjust schedules, dispatch the nearest technician to a job, and ensure that field operations run smoothly and efficiently. Keep your team optimized and responsive with instant location updates.
- See Jobs PlottedEnsure your technicians and crews are set up for success by viewing all job locations plotted on the integrated map. With this feature, you can easily visualize where each appointment, estimate, or work order is located, allowing you to optimize routes and ensure efficient scheduling. This mapping helps you coordinate jobs more effectively, ensuring technicians are assigned to the right location with minimal travel time, boosting productivity, and improving overall service delivery.
- The Waiting ListThe Waiting List ensures that jobs without a scheduled date, time, or assigned technician/crew aren't lost or forgotten. These are active jobs or quotes that you want to remember but, at the moment, are not scheduled or assigned to a Sales Rep, Technician, or Crew. Whether a job or quote is waiting on parts, permits, or customer approval, the Waiting List acts as a holding area, keeping unscheduled jobs and quotes organized and top-of-mind so they don't fall through the cracks. Drag it from the Waiting List onto the Dispatch Board when the job is ready. Keeping these jobs in view, the Waiting List helps you stay proactive, ensuring no project is delayed or overlooked while maintaining a smooth and efficient workflow.
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Your Dispatch Board - Your Way
Integrated Flexibility - Built with Your Business in Mind
Every business is unique, even in the same service trade. Smart Service's Dispatch Board allows you to adapt it to fit your needs. Customize your view, layout, and settings to ensure your scheduling and dispatching process is tailored to you. Here are just a few flexible settings and features available to customize.
- Customizable DepartmentsBreak your workforce into departments or groups, such as sales, administrative, residential, commercial, or by location, to assign jobs more effectively.
- Color CodingUse color-coded jobs to quickly organize tasks by status, location, job type, etc. This allows you to assess priorities and make informed daily decisions easily.
- Customizable Job InformationDecide which information is displayed in each job bubble, ensuring you have the most important details.
- Horizontal and Vertical ViewsSwitch between horizontal and vertical layouts to display your schedule in the way that works best for your team.
- Two-Screen SetupMaximize efficiency by setting up the Dispatch Board on a second screen alongside other software departments to easily access all the information you need in real-time
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Job Types
All Your Job Types Handled With Ease
Flexible Solutions for Optimized Workflows
Businesses in the Service Trades handle a wide range of job types, from one-time service calls to long multi-day projects. Managing these jobs with the proper field service management solution can be difficult to manage, leading to inefficiencies, scheduling conflicts, and missed appointments. Smart Service helps solve these challenges by automating scheduling, managing resources, and tracking job progress in real time. With Smart Service, your team stays organized, ensuring every job is completed on time and within budget.
Service Calls
Quick Response and High-Quality Customer Satisfaction
For service trades businesses responding to urgent service calls, speed and efficiency are critical. Smart Service helps you schedule and dispatch technicians quickly, assigning the nearest available team based on skill set and location, ensuring fast response times and high customer satisfaction.
Recurring Jobs
Automate Recurring Maintenance and Service Schedules
Recurring maintenance and service jobs are essential to predictable revenue for service trades businesses. Smart Service automates the scheduling of recurring tasks, ensuring no jobs are missed and that appointments are kept on time, keeping clients satisfied and revenue consistent.
Service Agreement
Preventative Maintenance Management
Smart Service's dedicated tools for Service Agreement and Preventative Maintenance Management allow businesses to handle long-term service contracts and preventive maintenance schedules efficiently. Click here to learn more about managing Service Agreements and Preventative Maintenance Contracts.
Multi-Day Jobs
Manage Complex Projects with Ease
For multi-day projects that span several phases, Smart Service provides real-time tracking, helping you manage resources and adjust schedules as needed. Keep teams coordinated and ensure that every phase of the project is completed on time and to the highest standard.
Route Work
Optimize Routes for Maximum Efficiency
For businesses handling multiple jobs across different locations, Smart Service’s route optimization tool helps group jobs by proximity, reducing travel time and fuel costs. With efficient routing, your team can complete more jobs in a day, boosting productivity and reducing operational expenses.
Serve Residential & Commercial Clients
Manage Both Residential and Commercial Service Projects
Many service trades businesses manage a mix of residential and commercial clients. Smart Service simplifies this by tracking service histories, managing equipment, and automating invoicing, allowing you to handle both residential and commercial projects with ease, no matter the complexity.
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Quick Entry Scheduling
Revolutionize Your Scheduling with Quick Entries
Simplify Your Workflow and Maximize Efficiency. Transform your scheduling and dispatching process with Smart Service’s Quick Entries.
This innovative feature is designed to streamline your service scheduling by utilizing pre-configured templates for your most frequent job types. With Quick Entries, you can avoid repetitive data entry, reduce administrative workload, and accelerate your scheduling process, all with just a few clicks. Say goodbye to manual entries and hello to a faster, more efficient way to manage your service calls.
- Accelerate Scheduling: Quickly drag and drop pre-configured templates to instantly schedule sales calls / quoting, service calls and streamline your dispatching process.
- Reduce Administrative Workload: Eliminate repetitive data entry by using templates that automatically create and fill in standard job types and details.
- Enhance Efficiency: Save time and boost productivity by customizing service requests with ease, ensuring fast and accurate job scheduling.
- Improve Customer Experience: Deliver a professional and consistent service by utilizing Quick Entries to handle frequent job types with precision.
- Boost Business Performance: Increase operational efficiency and customer satisfaction, leading to more repeat business and positive referrals.
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Crew Scheduling
Efficiently Manage and Schedule Your Crews
Managing multiple employees on larger jobs has always been challenging. Smart Service’s Crew Scheduling feature allows you to assign and track entire teams simply by scheduling a single technician, improving efficiency and ensuring jobs stay on schedule.
Coordinating multiple employees for a single job doesn’t have to be complicated.
Smart Service’s Crew Scheduling feature gives you the tools to manage and assign entire teams to jobs. This ensures your resources are properly allocated, time is tracked accurately, and no one is left off the schedule. Whether your jobs require a small team or a large crew, you can easily schedule, track, and adjust from one centralized system.
Crew Scheduling Made Easy
Smart Service’s Crew Scheduling feature allows you to seamlessly manage teams of employees for larger jobs, improving efficiency and resource allocation across the board.
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- Schedule Crews in One Step Assign entire crews to a job with a single action, ensuring the right team members are scheduled together and reducing administrative overhead.
- Visual Crew Display on Dispatch Board Instantly see which jobs are crew-based and assigned to single technicians, making it easy to manage resources and make quick decisions.
- Track Crew Time for Accurate Job Costing Accurately track the time of every crew member for better job costing, payroll, and reporting, ensuring you maintain financial clarity and accountability.
- Flexible Crew Management Create, label, and modify crews on the fly, giving you full flexibility to adapt your workforce scheduling to your unique business needs.
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Asset Scheduling
Schedule Your Company Assets Just Like You Schedule Your Team
Smart Service’s Asset Scheduling feature ensures that your company-owned assets—like vehicles, tools, and equipment— are scheduled precisely as your technicians and crews. Whether you need a truck for a large job or specialized equipment for a unique project, the Asset Scheduling feature allows you to assign assets effortlessly, preventing conflicts and ensuring the right resources are always available. With intuitive controls and real-time asset visibility, your business can optimize operations by keeping everything on schedule.
Asset Scheduling Made Simple
Managing your assets has always been challenging. Smart Service’s Asset Scheduling lets you allocate resources directly within the scheduling workflow, keeping your operations smooth and organized.
- Real-Time AvailabilityAlways know where your assets are and when they’ll be available for the next job, preventing double-booking and ensuring jobs are completed on time.
- Calendar and Map ViewsSee assets plotted on a map or scheduled on a calendar for a clear visual of where each resource is and what it’s assigned to.
- Conflict PreventionThe system automatically checks for asset availability, prevents scheduling conflicts, and ensures no delays due to unavailable resources.
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smart service in Action
Transform Your Scheduling and Maximize Efficiency
With Smart Service’s advanced scheduling features, you’ll never have to worry about job delays, resource conflicts, or inefficient workflows again. From the powerful Dispatch Board to seamless crew and asset scheduling, every tool is designed to simplify and streamline your operations.
Experience the flexibility, automation, and control that Smart Service brings to the table, ensuring your business runs smoothly, jobs stay on schedule, and teams are always where they need to be.
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Q
Yes! Smart Service allows you to fully customize your Dispatch Board’s layout, color coding, and job information display. You can switch between different layouts based on your team's preferences.
Yes, Smart Service handles both residential and commercial jobs, allowing you to track service histories, manage equipment, and automate invoicing for a wide range of job types.
Yes, Smart Service includes an asset scheduling feature that allows you to schedule company-owned resources like vehicles, tools, and equipment. You can track their availability, avoid conflicts, and ensure they’re assigned to the right jobs at the right time.
Yes, Smart Service is built to handle all job types—whether it’s a simple one-off service, recurring maintenance, or a large multi-day job. The flexibility of the system allows you to define the job type and manage it accordingly within the scheduling workflow.
Yes, Smart Service allows you to schedule multi-day jobs seamlessly, ensuring that each work day is tracked and managed effectively. You can assign technicians, Crews, assets, and adjust schedules across multiple days, making it ideal for large projects that span more than one day.
Yes, Smart Service allows you to schedule both your workforce and company-owned assets like vehicles and equipment. This prevents scheduling conflicts and ensures all necessary resources are available when needed.
Yes, with real-time visibility into employee time punches directly from the Dispatch Board, you can monitor who’s clocked in, on break, or currently on a job, ensuring better time management and scheduling decisions. At the same time, Smart Service is also calculating travel and production time for the job too.
Yes, Smart Service includes route optimization features that group jobs by proximity, reducing travel time and increasing efficiency. This helps you complete more jobs in a day while saving on operational costs.
Crew Scheduling allows you to assign entire teams to jobs with ease. You can create crews, assign them a leader, and track the time and performance of each crew member. It’s perfect for businesses with complex job sites that require multiple employees working together.
Quick Entry Scheduling lets you schedule appointments and jobs faster by using pre-configured templates for quotes and work orders. This reduces the time spent on repetitive scheduling tasks and helps you get jobs onto the calendar with just a few clicks.
Smart Service includes built-in messaging features that allow you to communicate directly with technicians from the Dispatch Board. You can send updates, job details, and urgent messages without needing a separate messaging program.
Smart Service automates recurring job schedules, ensuring that regular maintenance and services are completed on time. This helps keep clients satisfied and ensures consistent revenue.
The Dispatch Board gives you a real-time view of your entire operation, allowing you to manage employees, crews, and assets in one central platform. Its intuitive design, combined with drag-and-drop functionality and real-time updates, ensures that you can easily adjust schedules on the fly without missing a beat.