Job Arrival Window on Work Orders and Events

Work Orders and Events use Arrival Windows to provide accurate employee arrival time ranges to your customers.

Here is the step-by-step setup guide:

Important Note: "Arrival window end time" should be before "event end time".

Setting Arrival Window Interval in Schedule Settings

Step 1: Go to Settings on top right and click "Schedule" OR go to Schedule menu on top and click "Settings" from its left panel.

Step 2: Scroll down to the "Arrival Window Interval" section.

Step 3: Now, here in the dropdown, you can choose none, 15 minutes, 30 minutes, 1 hour, 1 hour and a half, 2 hours, 3 hours, 4 hours or 5 hours.

Step 4: If you select any option other than none, "Arrival Window Calculation" will show up with three options- 1. Add window after event start time. 2. Add window before and after event start time. and 3. Add window before event start time.

Step 5: Click one radio button out of three options.

Step 6: Click "Save Changes" button.

NOTE: Whatever you will select here in settings, will be selected by default while creating an event or a work order.

Creating an event with default Arrival Window Interval

Default Arrival Window Interval set is 15 minutes with "Add Window after event start time".

Step 1: Go to Schedule

Step 2: Click "+Create Event"

Step 3: "Set up a Schedule" pop up opens, scroll to "Start Time". 

Step 4: As shown in the below image, Start Time is 4:00pm. Therefore, Arrival Window is by default 4:00pm - 4:15pm (i.e. 15 minutes after event Start Time) 

Creating an event with manually set Arrival Window Interval

Step 1: You can edit/change default Arrival Window Interval for the particular event, click "Edit" next to default Arrival Window Interval.

Step 2: You can choose different interval from the dropdown and click "Set"

If you choose any different Arrival Window Interval on this pop up, that will be specific to this event. 

Step 3: Once, all the required information is filled for the event to be created, click "confirm".

Once confirmed, it will reflect on "Schedule Successfully created" popup as well as on "Schedule" popup.

Creating a Workorder with default Arrival Window Interval

Default Arrival Window Interval set is 30 minutes with "Add Window before and after event start time".

Step 1: Hover over Sales > Click Work Orders

Step 2: Click "+New Work Order"

Step 3: Fill in required details and scroll to the Schedule Work Order section. Enter Start Date and Start Time.

Step 4: As shown in the below image, Start Time is 04:00pm. Therefore, Arrival Window is by default 3:30pm - 4:30pm (i.e. 30 minutes before and after WO Start Time)

Creating a Work Order with manually set Arrival Window

Step 1: You can edit/change default Arrival Window Interval for the particular WO, click "Edit" next to default Arrival Window Interval.

Step 2: You can choose different interval from the dropdown and click "Set"

If you choose any different Arrival Window Interval on this WO page, that will be specific to this WO. 

Step 3: Once, all the required information is filled for the WO to be created, click "Save".

Once saved, Click "Schedule & Assign" button on WO page - Schedule WO section.

Step 4: You can view Arriving Between Interval on the Schedule pop up.

Customize an Email and SMS Template with Arrival Window Interval placeholder

Step 1: Click Settings icon on top right

Step 2: Click Email/SMS Templates from left panel

Step 3: Click Email Templates or SMS Templates tab whatever you want to customize.

Step 4: Scroll to Schedule section and click a template you want to customize with an Arrival Window Interval placeholder

Step 5: On the 'Edit Template' page, click 'Insert Placeholders' and click 'Arrival Window Block' placeholder to insert it in the email template.

Step 6: Save it and click 'Preview' to view the changes. It looks like this:

Let's take a few examples to understand:

Example 1: Arrival Window is 30 minutes- Add Window after event start time

Start Time: 1:00 pm | End Time: 2:00pm

Arriving window Interval would be: 1:00pm to 1:30pm

Example 2: Arrival Window is 30 minutes- Add Window before and after event start time

Start Time: 1:00 pm | End Time: 2:00pm

Arriving window Interval would be: 12:30pm to 1:30pm

Example 3: Arrival Window is 30 minutes- Add Window before event start time

Start Time: 1:00 pm | End Time: 2:00pm

Arriving window Interval would be: 12:30pm to 1:00pm 

Example 4: Arrival Window is 2 hours- Add Window after event start time

Start Time: 1:00 pm | End Time: 2:00pm

Arriving window Interval would be: 1:00pm to 3:00pm (This setup is NOT ALLOWED and gives warning as Event End time is before Arrival End time)

Example 5: Arrival Window is 2 hours- Add Window before and after event start time

Start Time: 1:00 pm | End Time: 2:00pm

Arriving window Interval would be: 11:00am to 3:00pm (This setup is NOT ALLOWED and gives warning as Event End time is before Arrival End time) 

Example 6: Arrival Window is 2 hours- Add Window before event start time

Start Time: 1:00 pm | End Time: 2:00pm

Arriving window Interval would be: 11:00am to 1:00pm

Here is the video on Job Arrival Notification: