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SchedulingScheduling Jobs

Scheduling Jobs

Once a client approves an estimate, a job is created and ready to be scheduled. This page covers how to get jobs onto your calendar with dates, times, and crew assignments.

What You’ll Learn

  • How to schedule a job from the Needs Scheduling panel
  • Scheduling directly on the calendar
  • Filling in job details
  • Using AI to find the best time slot

Scheduling a Job

From the Needs Scheduling Panel

When a job is created (from an approved estimate), it appears in the Needs Scheduling panel at the top of the Schedule page. To schedule it:

  1. Find the job in the Needs Scheduling panel
  2. Drag the job card directly onto a day on the calendar, or click the card to open the scheduling form
  3. Set the start date and optionally the end date and times
  4. Assign a crew member if you’d like
  5. Click Schedule

The job moves from the panel onto your calendar.

From the Calendar

You can also schedule jobs by interacting with the calendar directly:

  1. Click any time slot on the calendar
  2. Select the job you want to schedule
  3. Fill in the details
  4. Click Schedule

Job Form Fields

Required Fields

FieldDescription
Job TitleA clear name for this work (e.g., “Kitchen Cabinet Installation - Day 1”)
Start DateWhen the work is scheduled

Optional Fields

FieldDescription
Job AddressAuto-fills from the estimate, but you can change it
StatusDraft, Scheduled, In Progress, Completed, or Cancelled
Start/End TimeSpecific hours for this job
Assign ToWhich team member is doing this work
Client PhoneQuick reference for the job site
BillableCheck this for work you’ll invoice
DescriptionInternal notes about this job
InstructionsSpecific directions for your crew
ScopeDetailed scope of work for this day

Using AI to Generate Scope

If you’d like help writing the scope of work, Tallie’s AI can do it for you:

  1. Fill in the Job Title (this helps the AI understand what work is planned)
  2. Click Generate with AI next to the Scope field
  3. The AI will analyze the job’s estimate and write a professional scope

The AI considers:

  • The job title you entered
  • The estimate details
  • Any existing notes or description

You can edit the generated scope before saving.

Smart Schedule (AI Scheduling)

For jobs in the Needs Scheduling panel, you can use AI to find the best time slot:

  1. Find the job in the Needs Scheduling panel
  2. Click the AI button on the job card
  3. Describe what you’re doing (or use voice-to-text)
  4. Select your preferred time of day (morning, afternoon, or full day)
  5. Click Generate Schedule

The AI will:

  • Create a professional job title and scope
  • Estimate how long the work will take
  • Suggest available dates based on your calendar
  • Show you confidence scores for each suggestion

Select your preferred date and click Schedule Job.

Tips

  • Be specific with job titles - “Interior Primer Coat - Kitchen and Living Room” is better than “Painting Day 2”
  • Use draft status for work you’re planning but haven’t confirmed dates for yet
  • Add instructions for your crew - they’ll see these when viewing the job
  • Break large jobs into days - Schedule multi-day work as separate entries so your calendar stays clear
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