Schedule
Find and filter scheduled work
Use search, filters, calendar controls, and view settings to quickly find the right scheduled events.
What you will accomplish
- Search by customer, vehicle, plate, or notes.
- Filter to Assigned to me or Needs Approval when those views help.
- Switch between Calendar, Table, Whiteboard, and Progress views.
- Open the correct event without changing the wrong one.
Use this guide when the Schedule page has many events and you need to find the right one quickly.
Finding the right event matters because it helps your team answer customer questions, prepare for the next appointment, and avoid changing the wrong scheduled item.
Before you start
- Open Schedule.
- Know what you are looking for, such as the customer name, vehicle, event type, date, or staff member.
- If you are looking for your own work, make sure events are assigned to you.
Search by name, vehicle, or notes
- Click the Search field
The Search field is near the top of the Schedule page. It looks like a text box with a magnifying glass icon.
- Type what you know
Type a customer name, vehicle make, vehicle model, license plate, event type, or a word from the notes.
You do not need to type the full word. Start with the part you know. For example, typing "Porsche" will show all events connected to a Porsche.
- Review the results
The schedule updates instantly to show only matching events. Non-matching events are hidden.
If nothing appears, remove part of the search and try a broader word.
- Clear the search when finished
Delete the search text or click the X to clear it. The full schedule reappears.
Expected result: Every event returns to the calendar or list, not only the ones that matched your search.
Show only work assigned to you
- Click Assigned to me
Click Assigned to me near the top of the Schedule page. This button acts as a toggle.
- Review your filtered schedule
The page shows only events assigned to your user account. Everything else disappears from view.
This is helpful at the start of the day when each person needs to see their own work without distractions.
- Click Assigned to me again to turn it off
When you need to see the whole team's schedule again, click Assigned to me one more time. All events return.
Find bookings that need approval
- Look for Needs Approval
If any customer bookings need review, a Needs Approval button appears near the top of Schedule. A number badge shows how many are waiting.
- Click Needs Approval
The page shows only bookings waiting for a team member to approve, decline, or suggest a new time.
- Open each booking
Click an event to review the customer, vehicle, requested time, and notes before making a decision.
For step-by-step instructions to approve, decline, or suggest a new time, follow Approve or decline a customer booking request.
Change the calendar date or time range
- Click Filters & Settings
Click Filters & Settings near the top-right area of Schedule. A panel slides open.
- Make sure Calendar view is selected
In View Mode, make sure Calendar is highlighted. If you are in Table or Progress view, click Calendar to switch back.
- Choose the number of days
Use 1 Day, 3 Day, 5 Day, 2 Week, or Month to control how much time you see at once.
- Use 1 Day for a busy day with many details — each event gets more visual space.
- Use 3 Day when you are planning a few days ahead.
- Use 5 Day for a full work week overview.
- Use 2 Week when you need fourteen days visible for transport or service planning. See Use the 2-week view and day detail panel.
- Use Month when you need a wide planning view to spot gaps or busy periods.
- Optional — hide weekends or open the day panel
In the same panel you may see Show weekends (hide Saturday and Sunday when your shop is closed) and Day detail panel (keep a side list when you use Month or 2 Week). Full walkthrough: Use the 2-week view and day detail panel.
- Use Today or the arrows to navigate
Click Today to jump back to the current day. Use the left and right arrows to move backward or forward through time.
- Choose the visible hours
Use Full Day, Extended, 9 - 5, or 4 Hour to control which hours are shown on the calendar.
- 9 - 5 hides early morning and late evening hours so the workday is easier to read.
- Full Day shows all 24 hours in case events happen outside normal hours.
- If an event seems missing, switch to Full Day — the event may be outside the hours you are currently viewing.
Read the small icons on calendar events
On Calendar view, each event block can show tiny icons that save you from opening every visit.
- A clock icon in the corner often means the booking still needs approval before it is confirmed.
- A warning dot can mean the visit still needs to be marked complete.
- A small colored dot near the bottom can mean billing needs attention (for example an open invoice).
Switch to Table view for a detailed list
The Table view shows your scheduled events as rows in a sortable list. This is useful when you want to scan many events quickly or sort by a specific column. For a full walkthrough of sorting, columns, pagination, and the Details button, read Use Table view on Schedule.
- Open Filters & Settings
Click Filters & Settings near the top-right of Schedule.
- Choose Table
In View Mode, click Table. The page changes from a calendar grid to a list of rows.
- Sort and scan
Click any column header to sort. For example, click Date & Time to see events in order, or click Status to group completed and scheduled events together.
Expected result: Rows reorder so you can scan many events quickly — helpful on busy Mondays or after a holiday weekend.
- Open Details from a row
In the rightmost column, click Details on the row you need.
Expected result: The event panel opens on the side (or as a sheet on smaller screens) with the full customer, vehicle, time, and notes — the same information you would see after clicking an event on the calendar.
- Show or hide columns when needed
In Filters & Settings, use the column controls to show helpful fields such as Billing or hide columns your team does not need on a small screen.
Expected result: The table matches how your team actually works — for example, billing status visible for front-desk staff.
- Turn pages when the list is long
At the bottom of the table, use the page controls to move forward or backward. You can often choose how many rows show at once (for example 25, 50, or 100 events per page).
Expected result: You can review a busy week without scrolling endlessly—open Details on the row you need from any page.
Understand billing, damage, and approval marks on events
On Calendar view, you do not have to open every block to spot certain problems. Small marks in the corners tell part of the story at a glance.
- Look for the stripe pattern first
When Needs Approval is off but you still see a striped block, that visit is probably a customer booking request. Click Needs Approval to focus on those rows, or open the event and use Approve, Decline, or Suggest New Time.
- Check colored dots for billing
A small dot on the block may mean an invoice is linked to the visit. Green often means paid. Yellow often means open or draft. Red may mean payment failed.
Open the event and scroll to Billing (when your team uses invoicing) for the full invoice link and status.
- Check red badges for damage photos
A red badge with a number means damage photos were marked on that event. Open the event and use Open Event to review photos in the workflow.
When several events share the same time slot
On Calendar view, two or more visits can land on top of each other when your shop is busy. Instead of hiding them, the calendar may show a summary such as 2 Events or 3 Events in one block.
- Look for a grouped block
When events overlap, you might see one block with a count instead of separate colors for every visit.
Expected result: You know more than one appointment shares that hour.
- Click the grouped block
Click the block labeled with the event count.
Expected result: A list opens showing each event in that time slot—customer, vehicle, and event type for each one.
- Open the event you need
Click the correct row in the list.
Expected result: The usual event detail panel opens so you can Edit Event, Open Event, or change status.
Read icons and badges on event blocks
Small symbols on calendar blocks—repeat arrows, dollar signs, stripes, warning triangles—carry extra meaning.
When a block looks unusual, open Read calendar icons and badges before you change or cancel the wrong visit.
Choose the best view for the job
Calendar is best for seeing time and availability. Use it when you need to answer "What is happening at this time?"
Table is best for sorting, scanning many events, and reviewing details across columns. Use it when you need to answer "Show me all events this week sorted by status."
Whiteboard is best for a visual card list of scheduled work. Use it when your team likes to see work as movable cards.
Progress is best for tracking work through stages like To Do, In Progress, and Done. Use it when you need to answer "What still needs to be finished?"
Use full-screen mode on a large monitor
- Click Full screen
On Schedule, click Full screen near the top-right.
Expected result: The schedule opens in display mode for a TV or wall monitor. Your filters and view choice stay the same — only the layout gets larger.
- Exit when you are done
Click Exit full screen or press Escape on a keyboard.
Expected result: You return to the normal dashboard Schedule page.
For a full walkthrough, see Use full-screen schedule display.
Switch to Month view and use the day detail panel
Month view helps you plan weeks ahead. You can open each day in a pop-up or keep a day detail panel on the right side of the screen.
Month view helps managers plan ahead. It shows which days are light or heavy before the week gets busy.
- Open Filters & Settings
Click Filters & Settings and make sure Calendar is selected under View Mode.
- Choose Month
Click Month under the calendar range buttons.
Expected result: You see a month grid instead of hour-by-hour columns. Busy days often show colored markers or counts.
- Click a day on the grid
Click any date on the month grid.
Expected result: A panel opens listing every event that day—customer name, vehicle, event type, and time. You can read the day’s workload before adding more work.
- Open an event from the list
Click one row in the day list to open the same event detail panel you would see on the calendar.
Why this matters: Month view is faster than clicking tiny blocks when you only need to confirm “What do we already have on the 15th?”
- Add work from the day list when the day is empty
If the day has no events yet, click Create Event on This Day.
Expected result: The Create New Event form opens with that date already selected. See Create an appointment for the rest of the fields.
Switch to Whiteboard view
For screenshots, tips, and mistakes to avoid, see Use the Whiteboard view on Schedule.
- Open Filters & Settings
Click Filters & Settings near the top-right of Schedule.
- Choose Whiteboard
In View Mode, click Whiteboard. The calendar grid changes to a card-style layout.
Expected result: You can browse scheduled work as cards and click a card to open full event details.
What success looks like
After filtering or changing views:
- You can see only the events that match your current task.
- You know whether you are viewing one day, several days, a month, or a filtered list.
- You can open the correct event without guessing.
- You can turn filters off when you need the full team schedule again.
Troubleshooting
What to do next
After you find the right event, click on it to review its details. If something needs to change, continue with Update, assign, or reschedule an event.