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How to Schedule Jobs & Events

Schedule jobs or block off time with events—directly from your calendar or an accepted estimate.

Updated over a month ago

Whether you’re booking a customer job or reserving time for internal tasks, QuoteIQ gives you two scheduling tools: Create Job and Create Event. This guide walks you through both methods, so you always stay in control of your calendar and availability.

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Two Options For Scheduling:

  • Use Schedule Job for any customer-facing work that involves estimates, invoicing, and reporting.

  • Use Create Event for everything else you want on the calendar that isn't a billable job.


Option 1: Schedule from an Estimate

Step 1: Go to the Estimates Tab

Click the Estimates tab in the left-hand menu, then find the estimate you want to schedule.

Click the Schedule button to begin.


Step 2: Confirm Schedule Details

On the scheduling screen, select:

  • Start Date, Start Time, and End Time

  • If recurring, turn on Recurring Schedule and choose a recurrence type (daily, weekly, bi-weekly, monthly, or every 6 months)

  • Select an End Date for the recurrence

Then, choose a Permitted User (employee or team member), add Notes if needed, and review the services pulled in from the estimate.

Click Confirm Schedule when ready.


Step 3: View the Job in Your Calendar

Go to the Calendar tab and click on the scheduled day.

This opens the Daily Schedule View, where you’ll see the job listed along with your Daily Total at the top.

Click the job to view full details:

  • Scheduled Date, Time, and Countdown

  • Services and Prices

  • Job Notes

  • Action Buttons including:

    • Send Appointment Confirmation

    • On The Way Text

    • Start/Stop Timer

    • Complete Job, with options to:

      • Create an Estimate

      • Send Invoice (App, Phone, or Email)

      • Mark as Done

      • Mark as Paid

  • You’ll also see Phone and Message buttons to contact the customer directly


Option 2: Schedule from the Calendar

Step 1: Go to the Calendar Tab

Click the Calendar tab and press Create Event at the top right of the screen.


Step 2: Choose Job or Event

You’ll be prompted to select either Create Job or Create Event.

Create Job: Takes you through the same job scheduling process as above.

Set the date, time, customer, services, recurrence, and assign a user.

Once saved, it appears on your calendar like any other job.

Create Event: Use this when you’re not scheduling a job, but still need to block off time. Events won’t affect revenue reports or job totals.


When to Use Create Event Instead of Create Job

Use Create Event for:

  • Blocking unavailable time – personal obligations, appointments, holidays

  • Internal tasks – team meetings, equipment maintenance, admin work

  • Buffer time – space between jobs to reset, drive, or regroup

  • Recurring non-job tasks – like payroll reviews or weekly planning

  • Calendar visibility only – events won’t show in reports, revenue, or job stats


FAQs

Can I assign a user/employee to an event?

No. Events are for blocking calendar time, not assigning work to employees.

Will events show up in my analytics or revenue reports?

No. Events are excluded from all reporting and are only used for calendar visibility.

Can I make a recurring job or event?

Yes. Both jobs and events can be set to recur on a daily, weekly, or monthly basis.

Can I edit a job or event after it's been scheduled?

Yes. Just click on it from the calendar and press the 3 Dots icon, then select Edit Visit

Do events block availability for InstaQuote or online booking?

Yes. Any scheduled event marks that time as unavailable for customer self-booking.

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