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Scheduling and Calendar Overview
The Estimatics calendar shows all your scheduled inspections in one view. Here's how to schedule jobs, assign inspectors, and keep your team's inspection pipeline organized.
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Scheduling and Calendar Overview
The Estimatics Schedule view shows all jobs with assigned dates on a calendar — day, week, or month view. It's your team's central coordination tool for managing inspection workload, avoiding scheduling conflicts, and keeping jobs moving through the pipeline.
Opening the Schedule view
Click Schedule in the left sidebar of the web dashboard. You'll see a calendar with all jobs that have a scheduled date, color-coded by inspector or status depending on your view settings.
The Schedule view is available to all roles, but what you see depends on your role:
- Super Admin / Admin: All jobs in the organization
- Adjuster: All jobs they've created or are managing
- Field Inspector: Only jobs assigned to them
- Contractor: Only jobs they're assigned to
Scheduling a job
There are two ways to set a date for a job:
From the job workspace
- Open the job
- Click the Scheduled Date field in the job header
- Select a date and optionally a time
- Click Save
The job appears on the calendar immediately.
From the Schedule view (drag and drop)
- Find the job in the Unscheduled list (right panel of the Schedule view)
- Drag it onto the calendar date you want
- The scheduled date is saved automatically
Assigning a job to an inspector
Every scheduled job should have an assigned inspector before the inspection date. Unassigned jobs appear on the calendar with a gray indicator.
From the job workspace
- Open the job
- Click the Assigned to field in the job header
- Select a team member from the dropdown
- The job appears on their calendar immediately
From the Schedule view
- Click the job on the calendar
- In the job preview panel that opens, click Assign
- Select a team member
Seeing inspector workload before assigning
Before assigning a job, click the inspector's name in the Team panel (right side of Schedule view) to see all jobs currently scheduled for them on that date. This helps you avoid overloading any single inspector.
Calendar views
| View | Best for |
|---|---|
| Day | Detailed timing for a single day — useful for high-volume days |
| Week | Standard view for most teams — see the full week at a glance |
| Month | Pipeline overview — spot capacity issues weeks in advance |
| List | All scheduled jobs in date order — useful for export and review |
Switch between views using the buttons in the top-right corner of the Schedule view.
Color coding
By default, jobs are color-coded by inspector — each team member has a distinct color, making it easy to see workload distribution at a glance.
You can switch to color by job status instead:
- Scheduled — blue
- In Progress — yellow
- In Review — orange
- Submitted — green
- Closed — gray
To switch: Schedule → View Settings → Color by
Rescheduling a job
From the calendar: Drag the job from its current date to a new date.
From the job workspace: Click the Scheduled Date field and change it.
When you reschedule a job, the assigned inspector receives a notification if email or in-app notifications are enabled.
The Unscheduled jobs panel
The right side of the Schedule view shows a list of all jobs that have been created but don't have a scheduled date yet. Use this panel to:
- See your backlog of unscheduled work
- Drag jobs onto the calendar to schedule them
- Identify jobs that need a date assigned before they fall through the cracks
Filtering the calendar
Use the filter controls above the calendar to focus your view:
| Filter | Options |
|---|---|
| Inspector | Show all, or filter to one specific team member |
| Job type | Storm, Water, Fire, Other |
| Status | Scheduled, In Progress, In Review, Submitted, Closed |
| Date range | Default is current week — expand as needed |
Frequently asked questions
Can I set a specific time for an inspection, not just a date? Yes. When setting the scheduled date, click the time field that appears below the date picker and enter the appointment time. Times appear on the Day and Week calendar views.
Can inspectors see the Schedule view on iOS? Field Inspectors see their own upcoming jobs in the Jobs tab on iOS, sorted by scheduled date. The full calendar view is web-only.
Can I export the schedule to Google Calendar or Outlook? Calendar export (iCal / .ics format) is on the roadmap. Currently, use the List view to get a printable overview of upcoming jobs.
What happens to the schedule when a job is closed? Closed jobs disappear from the active calendar. They remain in the full job list and can be viewed in the Schedule view by enabling "Show Closed" in the filter settings.
Can I see scheduled jobs for a specific property address? Use the search bar in the Jobs dashboard (not the Schedule view) and search by address. All jobs for that address appear regardless of status.
Can I block off time on an inspector's calendar for non-inspection activities? Not currently. Estimatics calendar blocks are job-based. A dedicated availability/blocking feature is on the roadmap.
Creating a job
Create the job before you schedule it.
Inviting and managing users
Add inspectors to your team so you can assign them to jobs.
User roles explained
Which roles can view and edit the schedule.
Real-time collaboration
How the team stays in sync as inspections progress.
Last updated: March 2025 · Questions? Use the Resources panel in the app or email support@aiestimatics.com
Last updated: March 2025 · Feedback on this article