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Assigning & Scheduling Service Work

Assign a field tech, put the job on a crew's schedule, dispatch the crew, and add it to today's route

Assigning & Scheduling Service Work

Getting a Pump/Service job to the right people happens in a few connected places: you assign a field tech on the job, put the job on a crew's schedule, dispatch the crew, and add it to today's route. This guide covers each step.

Quick Start: Schedule and Dispatch

  1. Open the Pump/Service job.
  2. On the Details tab, set the Field Tech, then Save.
  3. Move the status to Open Job when the work is active.
  4. Click Add to Schedule in the header and pick the crew.
  5. Click Dispatch in the header to notify the crew.

Assign a Field Tech

The field tech is a field on the job itself, not a separate dispatch board. You can set it right on the New Pump/Service form when creating the job, or any time afterward on the Details tab.

The New Pump/Service setup form with a Field tech field labeled 'Optional. Assign now or dispatch later.', alongside Category, Parent Project #, Customer, Billing entity, and Work requested fields, and the Create Pump/Service button.
  1. Open the job and go to the Details tab.
  2. Click Edit.
  3. Choose a Field Tech from the list of your field users.
  4. Optionally set a Manager / Supervisor.
  5. Click Save.

Office-only users are not shown in the Field Tech list, since they are not dispatchable techs. If the person you want is missing, check their role in Settings.

Schedule the Job

Pump/Service jobs go on the crew schedule alongside drilling projects. You can schedule a job from the job itself.

  1. Make sure the job is an Open Job.
  2. Click Add to Schedule in the job header.
  3. Pick the crew.
  4. Leave the date blank to add the job after the crew's last booked day, or pick a date to book that day. With a date picked, you can also choose No crew yet and assign a crew later.
  5. Click Add to schedule.

The Status & lifecycle card then shows a "Scheduled #N" badge with the crew, so the office can see the queue position at a glance. A booking with no crew shows "with no crew yet".

Add to Schedule shows for admin, office, and field supervisor users on Open Jobs. You can also right-click the job in the Pump/Service list and choose Add to Schedule. If Email the customer when a job gets a date is enabled in Settings > Notifications, scheduling emails the customer the day and time. Use Dispatch to notify the crew.

Change the day or crew

When the job is already scheduled, the button reads Reschedule.

  1. Click Reschedule. The window opens with the current day and crew filled in.
  2. Change the day, the crew, or both.
  3. Click Save changes. This moves the existing booking. It does not add a second one.

To add a second visit instead, click Book another visit instead.

To reorder jobs across crews, use the scheduling board. See Scheduling.

Dispatch the Crew

The Dispatch button sends the job to the people you pick, by email, text, or both. It appears in the header while the job is in Proposal or Open Job, for admin, office, and field supervisor users.

  1. Click Dispatch in the job header. The Dispatch Crew window opens.
  2. Check who is ticked. The crew the job is scheduled to, and the job's field tech, are already ticked.
  3. To send to a whole crew, click the crew's name under Send to a whole crew. Click it again to untick that crew. To add or remove one person, click their name under Select Crew.
  4. Add optional Dispatch Notes with instructions, directions, or site conditions.
  5. Choose Send SMS notification, Send email notification, or both.
  6. Click Dispatch.

Each person gets a separate message that greets them by their own name. When you pick more than one person, the preview shows the first person's copy.

The text and the email name the job by its number, or by the customer and then the number. Your company chooses which one in Settings > Scheduling. See Job Labels: Number First or Customer First.

If the job is still a Proposal, the window says so. Dispatching it moves the job to Open Job.

If a selected person has no email or no phone on file, uncheck that channel (or add the contact info) before dispatching. Sending is blocked for a channel a person cannot receive.

A greyed-out crew has no active members who can receive a dispatch. Add people to the crew in Scheduling > Teams.

The History tab in the Dispatch Crew window lists every earlier dispatch for the job. If a dispatch fails after it may have been sent, reload the job and check the History tab before retrying, so you do not send a duplicate email or text.

Add to Today's Route

Use the Add to Route button in the job header to place the job on today's route for a crew. The button toggles to On Route once the job is added; click again to remove it. This is the fast way to build a day's stops without opening the full scheduler.

Reassigning

To hand a job to a different tech, open it, edit the Field Tech on the Details tab, save, and dispatch again to notify the new tech. The change is recorded on the History tab. To move the job to a different crew, click Reschedule and change the crew.

Troubleshooting

No Dispatch button?

  • The job must be in Proposal or Open Job status.
  • Your role must be office, admin, or field supervisor.

No Add to Schedule button?

  • The job must be an Open Job. Move it from Proposal to Open Job first.
  • Your role must be office, admin, or field supervisor.

A crew can't be clicked in the Dispatch window?

  • The crew has no active members who can receive a dispatch today.
  • Open Scheduling > Teams, add people to the crew, then open Dispatch again.

Tech not in the list?

  • Confirm the user has a field role (office-only users are excluded).
  • Check the user is active in Settings.

Dispatch won't send?

  • A requested channel (email or text) has no address or number on file for a selected person.
  • Uncheck the unavailable channel or add the missing contact info.

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