Working with Unscheduled Bookings

What is an Unscheduled Booking?

An unscheduled booking is a booking that exists for a job but doesn't have a time or staff member assigned yet. It's a placeholder that says "this work needs to be done" but you haven't decided when.

Why use unscheduled bookings:

• Keep track of work that needs scheduling
• See all pending work in one place
• Drag to calendar when you're ready to schedule

Think of it like a to-do list for your calendar.

The Sidebar

The calendar page has a sidebar on the left that shows all jobs with unscheduled bookings. This is your quick view of work waiting to be scheduled.

To open the sidebar:

• The sidebar is open by default
• Click the menu icon (three lines) in the top left if it's hidden
• Click outside the sidebar or the close button to hide it

[IMAGE PLACEHOLDER: Calendar with sidebar open showing list of unscheduled jobs]

What You See in the Sidebar

Job Cards

Each job card displays the job number (its unique ID), customer name, a status badge showing whether it's a Quote or Work Order, the site address where the work happens, and how many bookings the job has.

The status colors match what you see on your calendar - amber or yellow for Quote visits, blue for Work Orders, green for completed jobs, purple for work on hold, and red for cancelled jobs.

[IMAGE PLACEHOLDER: Close-up of job card with labeled elements]

Filters and Search

At the top of the sidebar you'll find filters to narrow down the list:

Search Bar

• Type customer name, job number, or address
• Results update as you type
• Searches across all job fields

Status Filter

• "All Jobs" (default) - Shows everything
• "Quote Visit" - Only jobs in quote stage
• "Work Order" - Only approved work
• "Completed" - Finished jobs
• Other statuses (On Hold, Cancelled)

Staff Filter

• "All Staff" (default) - Jobs for anyone
• Individual staff members - Jobs where that person is already assigned to a booking

Sort By

• "Recently Updated" (default) - Most recently modified jobs first
• "Job Number" - Oldest jobs first
• "Customer Name" - Alphabetical order

[IMAGE PLACEHOLDER: Sidebar filters section with dropdown menus highlighted]

Scheduling an Unscheduled Booking

Method 1: Drag and Drop (Fastest)

1. Find the job in the sidebar
2. Click and hold on the job card
3. Drag onto the calendar to a time slot
4. Release to drop
5. A booking modal opens with pre-filled details
6. Assign staff and confirm

The booking moves from "Unscheduled" status to a scheduled time slot on your calendar.

[IMAGE PLACEHOLDER: Animation or sequence showing drag from sidebar to calendar]

Method 2: Double-Click to View Details

1. Double-click on any job card in the sidebar
2. The Job Details modal opens
3. Click the "Bookings" tab
4. Find the unscheduled booking
5. Click "Schedule" button
6. Fill in the time and staff details

[IMAGE PLACEHOLDER: Job details modal with Bookings tab showing unscheduled booking]

What Happens After Scheduling

When you schedule an unscheduled booking:

1. The booking disappears from the sidebar (it's no longer unscheduled)
2. It appears on your calendar at the time you chose
3. The job card might stay in the sidebar if other bookings for that job are still unscheduled
4. Staff assigned to the booking get a notification (if enabled)

Creating Bookings That Start Unscheduled

Sometimes you want to create a booking without scheduling it immediately:

1. Open the job detail page
2. Click "Add Booking" in the Bookings tab
3. Leave the "Schedule Now" toggle OFF
4. Give it a description (e.g., "Follow-up visit needed")
5. Save

The booking is created as Unscheduled and appears in the sidebar automatically.

When to do this:

• You know more work is needed but don't know when yet
• You're waiting for parts to arrive
• Customer hasn't confirmed a date
• You want to track that work needs doing

[IMAGE PLACEHOLDER: Add Booking modal with Schedule Now toggle OFF]

Sidebar Best Practices

Check it daily Start your day by opening the sidebar and see what needs scheduling. This prevents work from falling through the cracks.

Use filters when busy If you have dozens of unscheduled jobs, filter by status (e.g., only Work Orders) to focus on approved work first.

Drag multiple bookings If a job has several unscheduled bookings, you can drag the job card multiple times to schedule different bookings for different time slots.

Keep descriptions clear When creating unscheduled bookings, write good descriptions (e.g., "Install ducted system" not just "Work") so you know what needs scheduling.

Common Questions

Why isn't a job showing in the sidebar? The sidebar only shows jobs that have at least one unscheduled booking. If all bookings are scheduled, completed, or cancelled, the job won't appear.

Can I drag a job to multiple staff at once? No. When you drag from the sidebar, you create one scheduled booking. If you need to assign multiple staff, edit the booking after dropping it and add more staff members.

What if I drag to the wrong time? Just drag the booking again on the calendar to move it, or delete it and drag the job from the sidebar again.

Do unscheduled bookings affect the job status? No. A job status (Quote, Work Order, etc.) is separate from whether bookings are scheduled or not.

Related Articles

• Creating Bookings - How to create new bookings
• Moving and Editing Bookings - Drag, resize, and edit scheduled bookings
• Using the Calendar - Master all calendar views and navigation