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Help Center › Admin screens, field by field › Calendar visit and booking form
Calendar visit and booking form
Every box on the Schedule a visit pop-up: customer, type, date, length, crew, status, service block and repeats.
On this page
Contractor Hub → Calendar → tap a day or Add (or the + menu → Visit, or Schedule a visit on a job). Tapping an existing visit opens the same pop-up titled Visit.
A visit is any calendar entry: a site visit, a job day, maintenance, a meeting or time off. Saving puts it on the customer’s VisionScaper calendar (if they have an account), sends reminders on your schedule, and shows it to assigned employees in My work.
Before you start
- Add employees first in Field work → Team so you can assign them.
Fields
Main boxes
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
Customer (client) |
Optional customer. Picking one fills the address and puts the visit on their calendar. Hidden when the visit starts from a quote. | Type a name, phone or address. | |
Type (kind) |
Kind of appointment. Used in the calendar and for checklists that attach to visit kinds. | Pick one. Choices: Site visit; Consultation; Estimate walk-through; Job day; Maintenance visit; Follow-up visit; Meeting; Door-to-door; Time off / blocked; Other. | Site visit |
What (title) |
Short name; as you type you can pick a service template from suggestions, which prefills the service block. | e.g. Patio install – day 1. | |
Service (block) (svc) |
Optional service for this visit (template, previous job or typed). See the service block rows below. | Press Add service. | |
Date (date) |
Day of the visit. | Pick a date. | Tomorrow |
Start (time) |
Start time. | 8:00 AM | |
Length (dur) |
How long it lasts; end time = start + length. | Pick one. Choices: 1 hour; 2 hours; 3 hours; 4 hours; 6 hours; Full day (8 h); 10 hours. | 4 hours |
Status (status) |
Where the visit is in its life. Choosing Done opens the Actual section. | Pick one. Choices: Scheduled; Confirmed with customer; En route; Arrived; In progress; Paused; Blocked; Awaiting approval; Needs follow-up; Done; Cancelled. | Scheduled |
Where (location) |
Visit address. | Leave blank to use the property address. | Property address |
Who’s working (assignees) |
Real assignments; they see the visit in My work with directions, checklist and time clock. “Me” is you. | Tap names to toggle. | Empty |
Crew (names) (crew) |
Free-text crew names; only shown when you have no employees listed. | Names separated by commas. | |
Notes for the crew (not shown to the customer) (notes) |
Notes on the crew sheet. | e.g. gate code, where to park. | |
Tell the customer… (notify) |
On a new visit: tell the customer now. On an existing one: tell them if the time changes or it is cancelled. | On | |
| Save visit | Saves and shows what happened (customer told, on their calendar, any automatic steps). | ||
| On our way | Existing future visit with a customer: sends an “On our way” message. | ||
| Job card / Tell the customer / Send crew sheet / Crew checklist link / Delete | Existing visits only: open the job card; notify the customer; email or text the crew sheet to addresses you type; copy the crew link; delete with Undo (the customer is told only after the Undo time). | ||
| Measure property / Plan this day’s route / Ask for a review | Shortcuts shown for visits with a customer. |
Service block (inside the visit)
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
Quantity (units) (est.qty) |
Shown for per-unit and tiered services; recalculates price. Measuring the property fills it. | From property measurements when available | |
Price for this visit ($) (est.price) |
Price for this visit; typing it fixes the price. | Dollars. | Calculated from the template |
Duration (hours) (duration) |
Changes the visit Length. | Hours, steps of 0.25. | Template value |
Crew size (crew) |
People on the visit. | Whole number. | Template value |
Scope of work (scope) |
One line each. | ||
Employee instructions (crew sheet – no prices) (instructions) |
Shown on the crew sheet without prices. | ||
Completion checklist items (+ Add item) (checklist) |
Crew tick these off from the crew-sheet link. | One item at a time. | |
Labor hours (crew total) – Actual (actual.labor_hours) |
Real hours; saved apart from the estimate. | ||
Materials ($) – Actual (actual.materials) |
Real material cost (needs cost-viewing rights). | ||
Time on site (hours) – Actual (actual.duration) |
Real time on site. | ||
Other costs ($) – Actual (actual.other) |
Other real costs (needs cost-viewing rights). | ||
Repeats (every / more visits / until) (repeat) |
New visits of weekly, biweekly, monthly or per-visit services can repeat. Choose Doesn’t repeat, Every week, Every 2 weeks or Every month, then how many more visits, or an end date. Visits outside the season are skipped. | Example: Every week for 10 more visits. | Doesn’t repeat; 10 |
| Add service / Change service / Remove / Save as template / Update template | Manage the service block. A done visit’s service record is frozen. |
Steps
- Press a day on the calendar (or + → Visit).
- Pick the Customer (optional) and Type.
- Type What; pick a template suggestion if one fits.
- Set Date, Start, Length and Status.
- Check Where.
- Tap the people under Who’s working.
- Add Notes for the crew.
- Leave Tell the customer ticked if they should hear about it.
- Press Save visit. For a repeating service, set Repeats before saving.
If something goes wrong
- A red message at the bottom is the website refusing the save; fix what it says.
- If the customer asked to reschedule, a yellow line shows their note; change the date and they are asked to confirm.
- Texts need text messaging set up; otherwise only email goes.