Screenshots use example records. Select any image to enlarge it. Your company’s fields, permissions, and configuration may differ.
Prepare calendars and resources
Administrators manage calendars, people, crews, and scheduling rules in System settings → Calendar & resources. Choose the calendar and resources that match the work. Filters control the schedule you see; check them before assuming an appointment is missing.
Create the appointment
Open Calendar or schedule from the relevant job record.
Select the customer and link the relevant property and project or service work.
Select Customer, then link the Project or Service ticket. The location is not yet selected in this example. Set the appointment’s start and end, then check the displayed date and time.
Review the appointment date, start and end times, and arrival window before saving. Choose the calendar and assign the people or crew doing the work.
Choose the calendar and assigned person or crew, then enter a descriptive appointment title. - Add the visit details and any available linked payment request, then save.
- If a scheduling conflict is reported, review the affected resource and existing booking. Choose another time or resource rather than duplicating the appointment.
Request customer confirmation
Where email delivery is configured, send the confirmation from the appointment. The customer’s response through its confirmation link updates the appointment’s confirmation status. Saving an appointment does not by itself mean the customer has confirmed it. Review the status before the visit.
Handle a changed visit
Edit the existing appointment when its time or assignment changes, then check the linked customer and job details. Review any confirmation or customer communication that needs updating. Cancelling a visit and completing the job are different actions.
Track service in its own workspace
Use Service for warranty work, callbacks, and other service requests. Create a ticket with the customer, property, issue, priority, and owner; choose the appropriate service pipeline and stage. Attach appointments, notes, and Jobsite documentation so the responding team can follow the history. Record the resolution when the work is complete and reopen the ticket if follow-up is needed.
Review the field in Dispatch & Time
Open Dispatch & Time from the sidebar. Live map shows the latest phone locations shared by on-shift technicians; check freshness and accuracy before using a marker. A vehicle marker follows its assigned technician’s phone. Sharing needs the technician’s action and device permission, and can be stopped without ending the shift. Mobile availability and connectivity affect the feed.
Review technicians and visits
In Dispatch board & vehicles, use the technician board and configure the roster of people you want to see. Select a period preset or enter a custom start and end date and time, then filter by technician. Visit cards show recorded time within that range and links to the calendar event and related work. The address is the jobsite address, not proof of a GPS route. Review permissions if a linked record is unavailable.
Keep vehicles ready
Open Vehicles to save vehicle details and assign a driver. Enter a current odometer reading, then apply a maintenance template or add a custom schedule with a mileage interval, day interval, or both. Set warning thresholds to see due-soon work. Record completed service with its date, mileage, tasks, provider, cost, and notes. Status follows entered readings and service dates; mileage is not calculated from GPS. Editing a template does not rewrite schedules already applied to vehicles.
Connected email is not calendar synchronization
Connecting Gmail or Microsoft email enables mailbox features. It does not by itself synchronize Soffyt appointments with Google Calendar or Outlook Calendar. Confirm any external calendar requirement with the team before relying on it.
Review supported connections