Smart Scheduler is an automated job optimization feature that helps dispatchers efficiently assign unassigned jobs to available technicians. Located in the Dispatch module, this feature uses artificial intelligence to distribute jobs based on technician skills, travel time, business hours, and customer time windows.
Smart Scheduler is available to single-branch customers on the Professional or Enterprise tier with six or more technicians.
Access Note: Users must be assigned the Dispatcher or Admin Role with Dispatch access to access the feature.
Using the Smart Scheduler
You can assign multiple unassigned jobs to qualified technicians in seconds using skills matching, route optimization, and scheduling constraints.
Note: Smart Scheduler enables assigning teams even if they have no members.
From the Navigation bar, click Scheduling to expand the list of options.
Click Dispatch.
The Dispatch page displays.
Click the > next to the number of Unassigned jobs displayed.
The Unassigned panel appears, listing all unassigned dates within the Scheduler date range (default).
Note: To choose dates from the Unassigned panel, click the Match Scheduler Dates toggle to disable the default setting and select your dates. If you adjust the date range to include dates that have passed, the Smart Scheduler button will not display.
Select “Select All Unassigned Jobs” to include all jobs, or scroll through the list and select individual jobs manually.
Locate and click “Run Smart Schedule” at the bottom of the Unassigned column on the left side.
Note: The button does not display if there are no unassigned jobs for the selected date range, or if any of the selected dates have passed.
The Smart Scheduling - Step 2 of 3: Select Teams & Set Availability panel displays. Each team appears as a card showing the team name, members, capacity, and a working hours preview.
Click a team card to select it — the card border highlights to confirm selection. Repeat for any additional teams you want to include.
By default, each team card is set to Company Working Hours. To configure custom hours for a team, click the Working Hours dropdown on the selected team card and choose Team Working Hours. The inline editor will expand inside the card.
Toggle each day of the week ON or OFF, then set the From and To times for each active day.
For overnight shifts, set the From time later than the To time (e.g., From: 8:00 PM / To: 6:00 AM). The team card will display it as 8:00 PM – 6:00 AM (next day).
Click Apply to save the hours to the team card. Clicking Cancel discards all changes.
Click Continue.
The Smart Scheduling - Step 3 of 3: Schedule Settings panel displays.
On the Review & Run screen, review the summary of selected jobs, date range, and each team's availability. If anything looks off, click View next to the Teams section to go back and make adjustments. When ready, click Run Smart Scheduler and wait while the system processes (typically 10–60 seconds); a progress indicator will display the estimated time remaining.
Review the proposed schedule displayed on your Dispatch grid, where optimized jobs appear as blue blocks in team columns, and check any warning messages for jobs that could not be scheduled.
Click “Approve” to apply the optimized schedule, “Cancel” to discard changes and return to manual scheduling, or use the “X” to close without saving.
Managing Scheduling Warnings
If any issues occur, a color-coded warning banner appears at the top of the Dispatch page for quick and easy review.
A yellow banner indicates some jobs could not be scheduled, while a red banner means no jobs were scheduled.
From the banner, review the specific error reason shown for each unscheduled job (e.g., missing required skills, time conflicts, distance constraints). Click the job number to open its details and use the information provided to guide corrections.
Note: Click “More” to view additional failed jobs if more than five are listed.
Take corrective action by resolving issues such as missing skills, inaccurate durations, time window conflicts, or location constraints. After making updates, re-run Smart Scheduler or manually schedule any remaining jobs as needed.
If scheduling across branches, review the yellow cross-branch warning banner explaining that jobs may be assigned to teams from different branches. Read the confirmation dialog carefully, then click “Approve” to proceed or “Cancel” to adjust your team selection.
Recommended Best Practice
Many jobs vary in length and may not align with the 1-hour default applied when no duration is entered. To improve scheduling accuracy and efficiency, configure Job Templates for services you perform regularly.
By setting the correct job duration within a template, the field will automatically populate on new work orders—ensuring more precise optimization results while eliminating repetitive manual entry.
Please refer to the Job Template FAQ for instructions on creating Job Templates.
Troubleshooting Tips
Use the tips below if you run into any issues using the Smart Scheduler. You can also refer to our Smart Scheduler FAQ to answer frequently asked questions.
“Run Smart Schedule” button is disabled or missing
Confirm that unassigned jobs exist for the selected date.
Ensure the selected date range is not in the past.
Verify the account is single-branch (multi-unit accounts are not eligible for Smart Scheduler).
Optimization takes longer than expected
Large job volumes (500+ jobs) may take 5 or more minutes to process.
Allow the process to complete. If it appears stalled for an extended period, contact Support.
Jobs show “No Duration” warnings
Jobs without a duration automatically default to 1 hour.
Update job durations for more accurate optimization results.
Scheduling will still proceed using the default duration if no updates are made.
Jobs remain unassigned after running the scheduler
Check that the correct days are toggled on for each team and that time ranges are valid.
Ensure the scheduling date range is wide enough to accommodate each team's available working hours.
For overnight shifts, confirm the From time is set later than the To time (e.g., 8:00 PM to 6:00 AM).
Expand the date range or adjust working hours, then re-run the scheduler.
For a full walkthrough, refer to the Configure Team Working Hours in Smart Scheduler guide.