Using the Schedule Board

system · March 3, 2026, 3:47am

The schedule board is your visual command center for managing all appointments and dispatching technicians. It shows jobs on a calendar with drag-and-drop support, technician filters, and multiple view modes. This guide covers everything you need to efficiently manage your daily, weekly, and monthly schedule.

Estimated time: 10 minutes

Before You Begin

An active Exoserva account with Owner, Manager, Dispatcher, or Supervisor role
At least one job created (see “Creating and Managing Jobs” guide)

Step 1: Open the Schedule Board

Click “Schedule” in the left sidebar under the Work section. The Schedule Board opens in a full-screen layout with a toolbar across the top and the main calendar area below. The toolbar contains navigation arrows (left/right chevrons) for moving between dates, a “Today” button to jump to the current date, the selected date displayed as a heading, view mode toggle buttons, and action buttons for creating a new job and syncing data.

The default view is the Week view, showing a time-scale grid from 6:00 AM to 9:00 PM with jobs positioned at their scheduled times as colored blocks. A prominent current time indicator – a red horizontal line with a pulsing dot, a “NOW” label, and a time badge (e.g., “2:35 PM”) – marks the present moment on the grid. A floating “Now” button (clock icon) in the bottom-right corner lets you scroll the timeline back to the current hour if you have scrolled away.

Tip: The schedule board is the fastest way to see your entire team’s day at a glance. Dispatchers should keep it open as a live dashboard during business hours. Press the keyboard shortcut shown in the tooltip of the “Today” button to quickly reset the view to today.

Step 2: Switch Between Week and Month Views

In the toolbar at the top of the Schedule Board, locate the two view mode toggle buttons: “Week” and “Month.” Click either button to switch views – the currently active view is highlighted with a pressed state (aria-pressed=“true”). You can also use keyboard shortcuts: press W to switch to Week view or M to switch to Month view.

Week view displays a time-scale grid with hour labels (6 AM through 9 PM) on the left and seven day columns. Each day column header shows the abbreviated day name and date, with the current day highlighted. Jobs appear as positioned blocks at their exact scheduled times, with overlapping jobs automatically arranged into lanes so they remain visible side by side. Month view provides a traditional calendar grid with job counts and summary information per day, ideal for long-term capacity planning. Days outside the current month appear at reduced opacity.

Tip: Week view is best for active dispatching during business hours, while Month view is ideal for spotting scheduling patterns and planning capacity weeks in advance. Switch between them frequently to maintain both tactical and strategic awareness.

Warning: In Month view, clicking a day does not open the day detail immediately – it selects that date and loads its jobs in the sidebar panel. Double-click or use the navigation arrows to drill into a specific day in the Week view.

Step 3: View Job Details on the Calendar

Each job appears as a colored block on the time-scale grid, positioned at its exact scheduled start time with a height proportional to its duration. The block color indicates the job status: blue gradient (from-primary-400 to primary-600) for scheduled jobs, amber/warning gradient for in-progress jobs, green gradient (reduced opacity at 75%) for completed jobs, and red gradient for cancelled jobs. Overdue jobs (scheduled but not started past their start time) display a pulsing red ring and a danger glow effect to draw immediate attention.

Each job block displays the job title (or service type, or description), the scheduled time range (e.g., “9:00 AM - 11:00 AM”), the duration in parentheses (e.g., “(2h)”), and the customer name. For taller blocks (jobs longer than about one hour), the street address and city also appear. A technician initials badge (a small colored circle with 2-letter initials) appears in the top-right corner of each block, and the job amount is shown in green text if the job has a financial value.

Tip: Use the color coding to quickly spot scheduling bottlenecks. A cluster of blue cards with no amber or green means technicians may not have started their scheduled jobs. Pulsing red rings on overdue jobs require immediate attention.

Warning: Completed jobs appear at reduced opacity (75%) and reduced saturation so they visually fade into the background. If you are looking for a completed job, it may be easy to overlook – use the Jobs page with the “Completed” filter for a dedicated list.

Step 4: Open the Job Detail Panel

Click any job block on the calendar to open the JobDetailPanel in a slide-out side panel on the right. The panel header shows the job title in large text with the status badge, customer name and contact information, the assigned technician with their initials badge, and the scheduled date and time range. Below the header, organized sections display: job description, service address on a mini Google Map embed, line items with pricing breakdown, technician notes, and job history timeline.

Action buttons at the top of the panel let you: “Edit” (opens the Job Form Modal pre-filled with all current job data), “Reschedule” (opens a date-time picker), “Reassign” (opens the technician dropdown), and “Update Status” (changes the work status). Each InfoRow in the panel shows a label and value pair with consistent formatting. Press Escape to close the panel and return to the full calendar view.

Tip: You can keep the detail panel open while browsing the calendar. Click a different job block to swap the panel content without closing and reopening it, making it fast to review multiple jobs in sequence.

Step 5: Drag and Drop to Reschedule

Click and hold any job block on the time-scale grid, then drag it to a new time slot. As you drag, a drop preview indicator appears at the target location – a blue-bordered dashed rectangle with a gradient background showing the exact time you would drop the job (e.g., “9:15”) and the text “Drop here.” The time snaps to 15-minute increments for precision scheduling. The original job block becomes translucent (opacity 40%, scale 95%) while being dragged to provide clear visual feedback that the item is being moved.

Release the mouse button to confirm the move. A green success toast appears showing the new time (e.g., “Rescheduled to 9:15 AM”). The job’s original duration is preserved – only the start time changes. In the Week time grid view, you can also drag jobs between day columns to reschedule them to a different day entirely. The assigned technician is notified of the change automatically if notifications are enabled.

Tip: The 15-minute snap increment makes it easy to place jobs precisely without accidentally scheduling them at odd times like 9:07 AM. If you need finer control, edit the job’s scheduled time directly from the Job Detail Panel.

Warning: Dragging a job to a new time immediately saves the change. There is no undo – if you accidentally move a job, use the Job Detail Panel’s “Reschedule” button to set the correct time, or drag it back to the original slot.

Step 6: Filter by Technician

Click the technician filter control in the Schedule Board toolbar to show or hide specific technicians’ jobs on the calendar. The filter dropdown lists all active technicians with their names and color indicators. Select “All” to show every technician’s schedule, or select a specific technician name to isolate their jobs. You can also select “Unassigned” to show only jobs that have not been assigned to any technician yet.

Toggle the “Unassigned Jobs” sidebar button to open a dedicated panel on the left side of the Schedule Board showing all unassigned jobs. This sidebar includes a search field and a city filter dropdown to help you find specific unassigned jobs. You can drag jobs from this unassigned sidebar directly onto the calendar to assign them to a time slot in a single action.

Tip: Use the technician filter to compare two technicians’ workloads side by side. Select one technician, note their job density, then switch to another to compare. This helps balance workload distribution across your team.

Warning: When a technician filter is active, newly created jobs assigned to a different technician will not appear on the calendar until you clear or change the filter. If a job seems to have disappeared after creation, check the active filter.

Step 7: Create a Job from the Schedule

Click the “+ New Job” button in the Schedule Board toolbar to open the Job Form Modal. The date field will be pre-filled with the currently selected date on the calendar, and the start time defaults to 9:00 AM. You can also use the keyboard shortcut displayed in the empty state hint (shown when no jobs exist for the selected day) to open the modal quickly.

In the empty state view (shown when a day has no scheduled jobs), the Schedule Board displays an enhanced empty state card with the text “Ready to schedule,” a description “Create a new job, import from HousecallPro, or drag unassigned jobs here,” and a prominent “+ New Job” button. The keyboard shortcut hint appears below the button, styled as a keyboard key badge. This makes it clear how to get started even when the calendar is empty.

Tip: This is the fastest way to schedule a new job when you already know the date. The pre-filled date saves you a click compared to creating from the Jobs page and having to set the date manually.

Step 8: Switch Between Calendar and Map Views

The Schedule Board supports two view types toggled via the “Calendar” and “Map” buttons in the toolbar. The Calendar view (default) shows the time-scale grid described in previous steps. The Map view switches to a full-screen Google Map (rendered by the GoogleMapView component) displaying markers for all scheduled jobs and real-time technician locations.

In Map view, job markers are color-coded by status: green for completed, amber for in-progress, and blue for scheduled. Technician markers show as green when actively working and grey when available. The real-time location data is provided by the useRealTimeLocations hook, updating positions at regular intervals. Click any marker to view the job details or technician information in a popup. This view is especially valuable for dispatchers managing geographically distributed teams, as it shows at a glance which technician is closest to an incoming service request.

Tip: Use the Map view to optimize routing when dispatching emergency or same-day jobs. You can visually identify which technician is nearest to the customer’s location and assign the job to minimize travel time.

Warning: Real-time technician locations require the mobile app to be running and location permissions to be granted. If a technician marker does not appear on the map, verify that they have the Exoserva mobile app installed and location sharing enabled.

What’s Next?

Now that you’ve completed this guide, check out:

Need help? Post in the Tech Support category or contact support@exoserva.com.