ScheduleDrop: Complete Platform Walkthrough

The dashboard gives you a quick snapshot of your business. At the top, the Bookings overview shows what's upcoming and in progress. Use the time selector (Today, This Week, This Month) to change the window. This is just an overview — for full detail, head to View Bookings or Advanced Reports.

Scroll down for the Business Overview, which shows revenue for the selected time frame. Click Go to Advanced Reports to dig deeper.

The Task Management section defaults to this week's tasks; select All to see everything. To create a task, click Create Task, add a title, description, due date, and time, then assign it to an admin and/or a customer contact. Submitted tasks appear here as "in progress," and you can edit them or mark them completed. You'll get reminders as long as task reminders are enabled in Schedule Notifications.

On the right, Today's Bookings shows what's coming up, with tags indicating whether a provider has clocked in. Click any booking for a quick overview of its details.

Quick Tools at the top let you create a task, booking, customer, or provider from any page via a pop-up. The separate Create Booking button takes you to the full create-booking page instead.

Bookings land in View Bookings in several ways: you create them as an admin, a customer creates one through their portal (if allowed), someone books through your website's online form, or a customer accepts a quote you sent.

Click Create Booking and choose your booking form (every account starts with a default form, customizable to your industry — cleaning, pressure washing, water filtration, carpet cleaning, and more).

Customer: Choose New or Existing. Important: if you've ever sent this person a quote, they already exist as a customer — search their name under Existing before proceeding. Email and phone are required. If you don't have a real email, use a unique fake one (a good format is firstnamelastnamefake@gmail.com). The same applies to phone numbers — always unique to the profile, though a real number is best.

Service type and details: Select your service type (fully customizable to your industry) and answer the form's questions. The system auto-populates an estimated price and duration based on your form setup. Add-ons, same-day fees, and similar options adjust the price in the booking summary.

Date, time, and frequency: Pick a date and choose from recommended times or set your own. Set the frequency for recurring or one-time service — weekly, for example, auto-generates recurring bookings. You can adjust the preset duration, which updates the summary.

Assigning a provider: Assign now or after saving — both work, and most people assign later. When assigning, the right-hand side shows each provider's availability and flags any conflicts, helping you book at a time that works for them. For this to be accurate, providers must keep their schedules set.

Address: Use the search tool to pull any address from Google.

Notes: Booking notes are visible to both customers and admins. For admin-only notes, use the customer notes section after saving. Provider notes are visible only to the provider.

Payment: Enter a discount code if you have one, and choose a payment method. For card, add it at the bottom; otherwise select Cash/Check. If a customer is hesitant to share card details over the phone, save as Cash/Check, then after saving open the booking, click Actions, and send an Add Card link.

Override price: If you agreed on a different price than the system generated (say $175 instead of $221), enter it in the Override Price box and the summary updates.

Additional fees: Processing fees, sales tax, and similar appear here. Remove one (for example, a processing fee on a cash booking) by clicking the X.

Upfront deposit: Collect a flat or percentage deposit if desired.

Provider checklist: Assign a checklist to the job so providers see it in their mobile app. Create checklists in the Checklist section first.

Customer notifications and tags: Toggle email/text notifications off for this customer if needed. Add booking tags (note: only booking tags work on bookings — customer and provider tags are separate).

At the bottom, you can Create Booking, Save Draft, or Send Quote. Sending a quote lets you confirm the price and send via email or SMS (SMS requires Twilio). Customers can book directly from the quote email.

Switch between List, Map, Calendar (monthly, weekly, daily) views. Map view shows where jobs are located and the distances between them. Use the filters to narrow by year, month, week, tags, provider, frequency, and status, or search by name, email, phone, or address.

Best practice: when you receive payment on a yellow (cash/check) booking, open it and click Mark as Charged. This doesn't charge anything — it just records the payment for accounting so the booking turns green.

Open an unassigned (purple) booking, go to the provider section, click Add Provider, select the provider, and set payment as fixed, percentage, or hourly. Save changes and the booking turns blue.

Open the booking, adjust the date/time section, and save. The booking moves accordingly.

The right side shows provider notes, customer notifications, internal customer notes (admin-only), and private customer notes (left by the customer, admin-only).

Schedule Blast lets you send job details to multiple providers at once and let them claim it. Select the providers, apply the same payment to all (or set individual amounts), and set Providers Required so the right number can accept. Hit Send Blast — providers who click "Accept Job" in the email are automatically assigned (this behavior depends on a setting covered later).

View Logs shows everything done on the booking: booking changes, billing, notifications sent, providers assigned, blasts, and tasks.

The Payment Status section reflects your payment setup. With automatic payments, a hold is placed on the card and captured automatically once the booking's duration completes (or manually via Charge Booking). With manual payments, click Charge Booking to charge the customer directly.

If a provider has location services enabled, their On-the-Way, clock-in, and clock-out events are GPS-backed and logged here. If they forget to clock in or out, add events manually — note that manually added events won't have real location data (they default to the center of the US).

Upload before, after, or other photos on the admin side. Providers can also upload photos from their mobile app.

View existing codes with their amount, valid period, usage limits, and eligibility. To add one, click Add Discount and set:

Use codes when creating bookings, in marketing, or share them for online bookings.

By default, a review email is sent after a booking is completed, containing an internal review link tied to that booking and provider. You can replace it with your Google Business Profile link or any review link of your choice.

Drafts saved during booking appear in the Draft section — click the three dots to edit or Convert to Booking. Quotes work the same way; convert a quote to a booking, confirm the details, and save. You can also Resend a quote or Get Link.

Cancellations are tagged as either a single booking or a whole recurring schedule. Via the three dots, charge a cancellation fee or convert the cancellation back into a booking.

Send documents and contracts to customers or providers. Create reusable templates (name it, set the type, upload a file, place fields, review, save). Send via a saved template or a one-off upload. The dashboard tracks Waiting, Completed, and Draft documents, with options to download or archive. In Settings, set a reminder cadence (daily, every three days, or weekly) and default expiration.

View active invoices, or click Create Invoice and choose a template or blank invoice. Set the invoice number, date, title, and tie it to a customer. Add line items manually, or click Add from Bookings to pull a customer's bookings (ideal for monthly commercial billing) — each booking becomes a line item.

Add notes and additional fees (processing, sales tax). On the right, choose one-time or recurring:

Other invoice options: get a link, resend, change due date, download PDF, duplicate, mark as paid (if paid externally), or void.

Every email, SMS, quote, and system notification to customers, providers, or admins lives in the Conversations section. Send texts or emails, and make calls (SMS and calls require Twilio; SMS also requires an A2P-verified number). You can also create tasks and bookings directly from here — handy for jotting down something a customer messages you.

All admin, customer, and provider notifications live here. Create new ones (SMS, email, or in-app) with an event trigger, recipient type, and message — use the variables tool to insert first name, company name, and more. Edit or activate/deactivate notifications via the three dots or the checkbox + Quick Actions.

Use the filters to narrow by notification, customer, and event type (for example, reminders sent to customers before a booking begins).

The Master Template at the top lets you customize branding: logo, company name, social links, and colors (background and buttons). The Quote Email template is also editable, and customers can book directly through it.

Your hiring pipeline connects to your hiring form — anyone who fills it out lands in New Applicant automatically (you can also add applicants manually). Drag applicants through stages: moving to Schedule Interview reveals a Send Interview Link button for your calendar link; moving to Hired reveals a Convert button that automatically creates a provider account.

Customize the pipeline by adding stages and job positions. Use filters to sort by stage, rating, or position, and click any applicant to view details and rate them.

All customers live here. Saving a booking for a new customer automatically creates their profile — no need to create the customer first. Sending a quote to a lead also creates a profile; just search Existing Customers when you're ready to book.

A customer's profile shows upcoming bookings, contact info, preferred and saved addresses, invoices, payment methods (saved cards), and tags.

Important: To change a customer's contact info (email, phone, name), edit it in the customer profile, not the booking — changes made from the booking won't save.

Within the profile you'll also find bookings, messages, notes, tasks, and invoices.

View Providers lists everyone in the software. Click a provider's name for their details: basic info, upcoming bookings, and a payment overview (paid and outstanding, filterable by time frame — see Provider Payments for full detail).

Adding a provider automatically sends them a registration link, but you can also click Update Password to create a username and password for them yourself.

Under Availability, view their default availability; under Calendar, see their calendar. Providers set this in their mobile app, but you can adjust it on the admin side, including Vacation Mode. You'll also find their assigned bookings, messages, and notes.

This is where you calculate everything owed to your providers.

The main page shows Provider Details: Owed Booking Pay, Owed Tips, Owed Total, Paid Booking Pay, Paid Tips, Paid Total, and Paid Bookings — all based on the date range selected at the top. Start by selecting the range you're paying for (e.g., This Week gives you Monday–Sunday).

For each provider with an owed amount, click the three dots and choose View Payment Summary.

In the summary:

Once amounts are correct, pay the provider through your third-party payment platform, then click Mark as Paid. Work down the list until every provider is marked paid for the range.

Always mark providers as paid every week. It keeps your tracking accurate, and providers can see their earnings and paid history in their mobile app.

Create checklists that attach to bookings so providers can follow them in their mobile app. Click Create New Checklist, name it, and build sections (Kitchen, Living Room, Bedrooms, etc.). Add tasks from the Master Task Library — build this library first with reusable tasks so you don't recreate them each time.

Task options:

Set a checklist as default to attach it to every booking automatically.

Booking Reports default to the current month and show total revenue (with weekly and one-time breakdowns), a job breakdown by recurring vs. one-time, and total profit (revenue minus provider pay — essentially gross profit). You'll also find average job price by frequency, trend charts, customer metrics, and booking analytics.

Customer Rankings show who's paid you the most — useful for rewarding top clients. Provider Rankings show which providers generated the most revenue and profit.

The Provider Scorecard goes granular per provider: revenue and profit generated, jobs completed, active clients, frequency breakdown, and a time-management section (late arrivals, early completions, average arrival deviation) plus internal notes. Filter by city, state, or duration.

Information — basic company info, logo (displays in the app and on quotes), and business hours. Business hours drive recommended times and, if configured, online booking availability.

Application Settings —

Booking Frequencies — sets which frequency options appear on your form. Note the difference: Monthly is true month-to-month (July 14 → August 14), so the weekday shifts. For consistency, consider every 4 weeks or every 5 weeks, which keeps the same weekday.

Integrations — Stripe and Twilio connect here. Twilio A2P verification is tricky, so reach out to the team and we'll walk you through it on a call. Mailgun (your integrated email) is also here — we typically set this up for you, but if doing it yourself, follow the account setup checklist and always use a subdomain (e.g., support@testcompany.scheduledrop.net) so it doesn't affect your main email. Zapier access is available via the invite link.

Online Booking — design and brand your online booking form: colors, logo, header messaging, button color, terms and conditions, and the option to hide ScheduleDrop branding. The form on your website follows this scheme.

Service Areas — set the zip codes where customers can book online (an AI tool can generate a comma-separated list for your area). Make sure every zip you serve is included — customers can't book a zip you didn't add. On the admin side you'll get a warning but can still book anywhere.

Cancellation Fees — set cutoff hours, fee type (percentage or flat), amount, and the booking form it applies to.

Additional Fees — set name, type, amount, and description. Check the option to auto-apply to every booking (removable per booking with the X).

Tags — create customer, booking, or provider tags (color-coded). Each type only attaches to its matching object.

Admins — manage admins and update passwords; see roles and permissions at the top.

Subscriptions — view and manage your plan (Launch, Build, or Dominate) and switch to annual for a discount.

Refer Friends — earn up to $200 per referral using your account's referral link.

Client Hub — control what customers can do: view, create, reschedule, or cancel bookings, with parameters like "cancel up to 48 hours before." Toggle any of these off entirely.

Your account includes default forms plus any custom form built for you. Set one as default, then use the three dots → Edit Form to open the builder:

Under Embedded, copy the code for either the multi-step form or single-page form and embed the HTML on your website.

If you have any questions, reach out anytime through the chat widget in the bottom-right of your account, or your private Slack channel with our team.