Overview
The Team Calendar provides a unified view of all scheduled work orders, technician availability, and job assignments across your organization. This article describes how to access the calendar, navigate views, and interpret the visual indicators.
Accessing the Team Calendar
- From the Dashboard, select Scheduling & Dispatch in the left navigation.
- Click Team Calendar from the submenu.
- The calendar loads with the current week displayed by default.
Calendar Views
Three view modes are available:
| View | Description | Use Case |
|---|---|---|
| Day | 24-hour vertical timeline | Detailed schedule review, conflict resolution |
| Week | 7-day horizontal grid | Standard dispatch operations |
| Month | Full month overview | Capacity planning, identifying gaps |
Reading the Calendar
Work Order Blocks
Scheduled jobs appear as colored blocks with the following elements:
- Time range — displayed in the block header
- Customer name — truncated if space is limited
- Assigned technician(s) — indicated by avatar or initials
- Status indicator — left border color denotes status (see Work Order Status Definitions)
Technician Rows (Week/Day Views)
In Week and Day views, the calendar organizes work orders by technician. Each row represents one technician's schedule. Unassigned work orders appear in a dedicated row at the bottom labeled Unassigned.
Availability Indicators
Gray shaded regions indicate periods when a technician is marked unavailable. See Setting Technician Availability and Work Hours for configuration details.
Filtering the Calendar
Use the filter bar above the calendar to narrow the displayed data:
- Technician — select one or more technicians; default shows all
- Status — filter by work order status (e.g., Scheduled, In Progress)
- Service Type — filter by job category
- Date Range — jump to a specific date; use arrows to navigate
Interacting with Work Orders
Quick View
Click any work order block to open a summary card displaying key details without leaving the calendar.
Edit Assignment
Drag a work order block to a different technician row to reassign. The system validates technician availability and skill requirements before confirming.
Note: Drag-and-drop scheduling requires appropriate permissions. See Managing User Roles and Permissions.
Printing and Exporting
The calendar view supports export to PDF for distribution:
- Click the Export button in the upper right.
- Select PDF or Image (PNG).
- Choose current view or specify date range.
Limitations
- The Month view displays a maximum of 3 work orders per day per technician; additional jobs are indicated with a "+N more" link.
- Recurring work order series are rendered as individual instances; series-level edits must be made from the Recurring Work Orders management screen. See Recurring Work Orders: Setup and Management.
- Real-time location data is not displayed on the Team Calendar; use the Dispatch Board for technician tracking. See Using the Dispatch Board.
Related Articles
- Using the Dispatch Board
- Drag-and-Drop Scheduling
- Setting Technician Availability and Work Hours
- Scheduling a Job: Step by Step