Zuper’s powerful calendar module provides a unified view of your entire schedule, including one-time and recurring jobs, non-job events, technician time-offs, and holidays. With its intuitive interface, you can easily navigate through different time frames - from day to week to month - and gain a clear overview of your team’s activities and availability.

Effortlessly drag and drop to reschedule jobs, quickly identify scheduling conflicts, and optimize your resource allocation. Color-coded entries allow for instant recognition of different event types, while customizable filters help you focus on specific teams, job types, or locations.

Navigation: Scheduling & Dispatching module -> Calendar

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Accessing calendar

  • Select the scheduling & dispatching module icon from the left navigation menu and choose “Calendar.”

  • The calendar will display events based on the selected view (Day, Week, or Month).

Note: When viewing the events on the calendar in a month view, if multiple jobs are scheduled on the same day, click the “+n more” link to view them. A pop-up will appear, listing all jobs scheduled for that day. You can scroll through the pop-up to see the full list, as shown below.

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Actions in the Calendar Module

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1. View and schedule unscheduled Jobs

Unscheduled jobs are pending tasks that have yet to be assigned a specific time slot. To view and schedule them:

  • Click the “Unscheduled Jobs” button at the top right corner of the page.

  • A list of unscheduled and overdue jobs will appear. Drag and drop a job onto the calendar to schedule it.

Note: When you drag and drop, a pop-up will appear as shown below, where you will be prompted to confirm the scheduled/rescheduled start & end date and time. Once done, click the “Update” button.

  • The job is scheduled successfully. Once scheduled, you can reschedule, add a note, clone, or delete it by right-clicking on it.

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2. Create & schedule a new Job

This feature allows you to create and schedule jobs directly from the calendar, streamlining job assignments without navigating away from the scheduling interface.

  • Click and drag over the desired time slot to create a new job.

  • A sidebar appears with pre-filled date and time details.

  • Enter additional details such as Job Title, Customer, Organization, Property, Category, etc., and click “Save.”

  • To add more details like service tasks, parts/services, assets, contracts, and attachments, click “Create Detailed Job” at the top right of the sidebar.

  • Once the job is created, you can manage it by rescheduling, adding notes, cloning, or deleting it.

  • You can also create a new job using the ”+ Create Job” button at the top right corner.

Note: When you create a new job using the “Create Job” button at the top right corner. You will then need to follow the steps mentioned above but remember that the date and time won’t be prefilled since you are creating a new job from scratch.

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3. Create and review timeoff requests

Manage technician availability effectively by adding time-off requests directly in the calendar. This feature helps plan workloads efficiently while ensuring seamless scheduling.

To create a new time-off request from the calendar, follow these steps:

  • Click the drop-down menu next to “Create Job” and select “New Time-off.”

  • Enter details such as Start & End Date, User, Team, Reason (Sick, Vacation, etc.), and Remarks.

  • Check “Notify User” if you want to send a notification about the request.

  • Click “Submit” to create the time-off request.

  • After creating a time-off request, you can view more information by hovering over the request. To edit the request, simply click on it.

  • Ensure that the “Display Time-off” checkbox is enabled to view submitted requests in the calendar.

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4. Create and review non-job events

A non-job event refers to any activity that a field technician or employee participates in that is not directly linked to a specific job. These events can include meetings, training sessions, administrative tasks, or any other non-job-related activities. To create a new non-job event from the calendar,

Click the drop-down menu next to “Create Job” and select “New Non Job Event.”

By creating a non-job event in the calendar, dispatchers and managers are informed that the technician will be unavailable for job assignments during that period.

For step-by-step instructions on how to create a non-job event, see creating and managing a non-job event article.

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5. Calendar Sidebar

The sidebar provides quick access to the scheduled jobs in the calendar. Here’s a breakdown of the components found in the sidebar:

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6. Calendar settings

The settings in the calendar module allow you to customize its display and job card details for a better user experience.

So, that’s a comprehensive overview of the Calendar module in the Zuper. With these step-by-step instructions, you can efficiently navigate and access the calendar module.