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Jobs Scheduling and Dispatch
Doug edited this page Aug 8, 2026
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The operational core of GDX Dispatch: jobs move through a lifecycle (lead → estimate → scheduled → in progress → ready for billing → complete), and the dispatch tooling gets the right technician to the right place with the right parts.
- Job records carry customer, title, job type, schedule, assigned techs, line items, notes, photos, and signatures. Create from the Jobs list, a job template, or the sidebar quick-action. Job numbers are collision-proof (unique even under concurrent creates). A job that's sold but not yet given a date displays an "Awaiting Schedule" chip (on the jobs list, job detail, and customer history) so undated work can't hide as "scheduled".
- Job types are one canonical vocabulary that resolves every job into a billing lane: service work (repairs, service calls) or installation (converted estimates). The lane drives how the job prices at close-out — see Invoicing & Payments.
- Close-out visibility — what the tech attested at close-out (hours, who was on site, return-visit-needed and why, parts to order) is readable on the job for the office; one live close-out snapshot per job, with full history kept. The job's Details tab also shows its invoices, so billing state is visible without leaving the job.
- Return visits — a close-out can flag that the job needs another visit and why; untouched return visits surface on the dashboard's Needs Attention list until someone schedules or dismisses them.
- Job parts from catalogs — add parts to a job straight from your catalogs ("Add from Catalog" on the job's Parts card, or while creating the job); they land on the parts-to-order list pre-priced at sell price and flow into invoicing later.
- Job templates — reusable blueprints (e.g. a standard install) so common work starts pre-filled.
- Recurring jobs — a template + customer + cadence (weekly, biweekly, monthly, quarterly); the system spawns the next job automatically. Pause or deactivate without deleting the schedule.
- Checklists — reusable checklist templates instantiated onto jobs (pre-job inspection, post-job sign-off); items are checked off per job.
- Tasks — internal to-dos with priority, due date, and assignee, optionally linked to a job or customer. Not customer-facing.
- Change orders — mid-job scope changes tracked as first-class documents (see Sales & Estimating).
- Activity feeds — every job (and customer) has an audit-backed activity timeline; virtually all mutations in the app are audit-logged.
- Appointments are the calendar blocks: scheduled → confirmed → en-route → arrived → completed (or cancelled). Appointment duration is computed from the labor matrix (man-hours × quantity on the accepted estimate, divided by crew size, floored by per-row minimums) — so the calendar reflects real workload.
- Appointment confirmations — a dedicated queue for confirming visit dates with customers.
- Planner — visual calendar-based scheduling across the team, plus lightweight planner tasks. Office staff can jot a quick note from the phone (the "+" button on the mobile bottom nav): free text plus an optional callback number that live-matches the customer, or tap a recent inbound call to capture it. Notes land in the planner due today, and an optional daily email digest of open tasks keeps them from being forgotten (see Configuration Reference).
- Team scheduling — bulk reassignment of jobs across technicians.
- Maintenance plans — recurring service programs (e.g. "Annual Tune-Up, 2×/year at $199/yr"): customers enroll, the system computes the next service date from visits-per-year, and a "due this month" view feeds proactive scheduling. Pause/cancel/advance per enrollment.
- Interactive board with date navigation and job assignment cards; drag jobs onto technicians. Jobs bucket into days by the office timezone, and a tech's jobs on a scheduled day off stay visible with a warning instead of disappearing.
- Traffic-aware scheduling — with a Google Maps key configured, the app estimates drive times between a tech's jobs for the day, helps order routes, and prevents overbooking.
- On-my-way — broadcast an ETA to the customer when a tech heads out.
- GPS & Maps — real-time technician locations, route tracing, geocoding, and polygon service-area checks (is this address inside our coverage zone?).
- Daily load sheet — morning prep: the parts and tools each tech needs for the day's jobs.
- Delivery load sheet — batching for multi-job delivery runs.
- Technicians — team roster and assignments.
- Timeclock — punch in/out (available to every role, geolocated); time entries feed payroll and labor-cost variance. A background sweep auto-closes shifts left open too long — and rather than inventing a shift length, it flags the entry for the office to resolve. Payable hours come from what the tech attested at close-out, not from a timer left running.
- Performance — per-tech productivity metrics.
Technicians get a dedicated mobile experience for all of the above — see Technician Mobile App.
- Feature Overview — where these modules live in the nav.
- Sales & Estimating — leads and quoting upstream of a job.
- Invoicing & Payments — billing downstream of a job.