Calendar & Job Scheduling

Schedule appointments, job site visits, and manage your team's availability.

Calendar & Job Scheduling

Schedule appointments, manage job sites, and coordinate your team's calendar all in one place.

Understanding Your Calendar

Your calendar shows:

  • Appointments: Client meetings, estimates, consultations
  • Job visits: Site inspections, installations, follow-ups
  • Team availability: When each team member is booked
  • Time off: Vacations, sick days, training

Adding an Appointment

Quick Add

  1. Click the date/time you want to schedule
  2. Enter event title (e.g., "Estimate - Smith home")
  3. Set duration
  4. Optional: Assign to a team member
  5. Click Save

Full Details

  1. Click + New Event
  2. Title: What is this appointment?
  3. Type: Appointment, Job, or Training
  4. Date & Time: When it starts and ends
  5. Client: Link to a specific client (optional)
  6. Location: Where it's happening
  7. Team member: Who's assigned
  8. Notes: Details or special instructions
  9. Reminder: Get alerted 15 min, 1 hour, or 1 day before

Viewing Your Schedule

Week View

See all appointments for the current week at a glance.

Month View

See the entire month. Click a day to see details.

Day View

Focus on a single day with hour-by-hour breakdown.

Team Schedule

See overlapping appointments to identify conflicts and manage resources.

Tip: Switch views based on your planning style. Most contractors prefer week or month view.

Scheduling Best Practices

Buffer Time

  • Between jobs: Add 30-60 minutes for travel
  • After consultations: Leave time for notes and quotes
  • Lunch/breaks: Block out time for your team

Avoiding Conflicts

  • Color-code: Different colors for different job types or team members
  • Check team availability: Before scheduling, see who's free
  • Set travel time: Account for distance between jobs

Managing Cancellations

  • Mark cancelled: Don't delete, mark as cancelled (helps with history)
  • Notify team: If you change a scheduled event, they get notified
  • Reschedule: Easy drag-and-drop to move events to new times

Integrations

Google Calendar Sync

Connect your Taskyy calendar to Google Calendar for two-way sync:

  1. Go to Settings → Integrations
  2. Click Connect Google Calendar
  3. Authorize Taskyy
  4. Choose which calendars to sync

Note: Changes in either app sync automatically within minutes.

Sending Appointment Details

Clients can receive:

  • Calendar invite (they can add to their own calendar)
  • Confirmation email with location and time
  • SMS reminder 24 hours before

Common Tasks

Reschedule an Appointment

Click and drag the event to a new time, or click to edit and change the date.

Invite a Team Member

Click the event, add team member, and they get notified. They can accept or decline.

Block Out Vacation or Time Off

Create an all-day event marked "Time Off" to show unavailability.

Copy an Appointment

Useful for recurring jobs. Click the event and select Duplicate.

Mobile Scheduling

Access your calendar on mobile to:

  • Check your day before you leave home
  • Add notes to completed jobs
  • Take photos at job sites
  • View team locations in real-time (if enabled)

Related Help

Last Updated: 2026-07-15
Video tutorial: See how to schedule jobs