How to Schedule and Dispatch Work in OpslyFlow
One board for the whole crew. See the week, drag every unscheduled job onto a tech and a time, and stop running dispatch out of a group text.
A work order isn't a plan until it's on someone's calendar.
You can have ten jobs sold and still have a chaotic week if nobody knows who's going where, and when. The Schedule module is the cross-job view the rest of OpslyFlow feeds into: every work order that needs a technician shows up here, and you drag it onto a person and a time slot. Month, week, day, or the dispatch board — same jobs, whatever zoom level you need.
Five views, one schedule
Agenda, day, week, month, and a dispatch board. Zoom out to plan the month or down to the hour — it's the same jobs the whole way.
Drag jobs onto techs
The dispatch board lines up every unassigned work order in one rail. Drop one on a tech's column and it's scheduled — no retyping, no second tool.
Everything that needs a tech, in one rail
The Unassigned list is your backlog of sold work waiting on a slot. When it's empty, the week is fully booked.
Fed by the rest of OpslyFlow
Work orders flow straight in. Schedule them here, the tech runs them, and you convert the finished ones to invoices — all linked.
Before you start
- You're logged into OpslyFlow as Owner, Admin, Office Manager, or Dispatch.
- You have at least one work order created (the Work Orders guide covers that). Unscheduled ones land in the Unassigned rail automatically.
- At least one technician is set up in Settings → Team, so they have a column on the dispatch board.
What you'll do
- 1Open the Schedule moduleFrom the left navigation
- 2Pick the right viewFive zoom levels, same jobs
- 3Navigate and read the calendarToday, the arrows, and what the chips mean
- 4Meet the Dispatch boardUnassigned rail plus a column per tech
- 5Work the Unassigned railYour backlog of jobs needing a slot
- 6Drag a job onto a tech and timeOne motion to schedule it
- 7Filter by team, move through the dayNarrow the board, jump the date
- 8Use Agenda view and add eventsThe list view and the + Add button
1Step 1 of 8Open the Schedule module
Open the Schedule module
From the left navigation, click Schedule. The header reads *Manage your schedule, appointments, and work orders* — a hint that this one screen pulls together everything time-based in OpslyFlow. You land on the Month view by default, with a toolbar across the top: a date label, a Today button flanked by ‹ › arrows, a view switcher, and a blue + Add button.
Today's date is circled. Any work order or appointment that's been scheduled shows up as a small chip on its day, so an empty grid simply means nothing's on the calendar yet.
Schedule
Manage your schedule, appointments, and work orders
Think of the Schedule module as a lens, not a separate list. The jobs here are the same work orders you manage in the Work Orders module — this is just where you arrange them in time.
Switch between the five views
Click the view switcher (it says *Month view* until you change it) and you get five ways to look at the same schedule:
- Agenda view.
- A plain list of what's coming up. Best for a quick "what's next" glance.
- Day view.
- A single day, hour by hour.
- Week view.
- Seven days side by side with a time grid. The office workhorse.
- Month view.
- The big picture — the default, good for planning ahead.
- Dispatch view.
- The board where you assign jobs to technicians on a timeline. This is the one that makes the module worth opening.
Most offices live in two of these: Week view to see the shape of the week, and Dispatch view to actually hand jobs out. The other three are there when you need them.
Move through dates and read the grid
The toolbar's navigation works the same in every view. Today snaps you back to the current date; the ‹ and › arrows step backward and forward one period at a time — a week in Week view, a month in Month view, and so on. The date label between them always tells you where you are.
In the time-grid views (Day and Week), the day runs top to bottom by the hour. Scheduled jobs sit as colored blocks at their start time, so a glance tells you whether a day is wide open or packed solid.
Schedule
Manage your schedule, appointments, and work orders
Lining the week up like this is the fastest way to spot a double-booking or an empty Tuesday before it becomes a problem. Scan for the gaps.
Meet the Dispatch board
Switch to Dispatch view and the layout changes. On the left is the Unassigned rail — every work order that still needs a technician. On the right is a column for each team member, with the day running top to bottom by the hour. The header shows the date, a Team filter, and the + Add button.
This is dispatch in one screen: the backlog on the left, your crew across the top, and the timeline underneath. Nothing gets lost in a text thread.
Schedule
Manage your schedule, appointments, and work orders
Each technician gets a column only if they're set up in Settings → Team. If someone's missing from the board, that's where to add them — not here.
Work the Unassigned rail
The Unassigned rail is your to-do list of sold work. Each card shows the work order number, the job title, and the client. The count next to the heading (*Unassigned (4)*) is how many jobs are still waiting on a slot — when it hits zero, the week is fully booked.
Use the Search work orders box at the top of the rail to find a specific job by number, title, or client when the list gets long. Collapse the rail with the chevron when you want more room for the columns.
Treat the Unassigned count like an inbox. The goal each morning is to get it down — every card still sitting there is revenue that hasn't been put on the calendar yet.
Drag a job onto a tech and a time
Grab a card from the Unassigned rail by its handle and drag it onto a technician's column at the hour you want the work to start. Drop it and the job is scheduled: it leaves the rail, becomes a block on that tech's timeline, and the work order itself records the assigned tech, date, and time. No form, no retyping.
The block shows the work order number, the time window, and the client, so the column reads like the tech's day. Drag the block to a new time or a different tech's column whenever plans change.
This is the same scheduling you can do field-by-field inside a work order — but on the board you can see everyone's day at once, which is what stops you from stacking three jobs on the same tech at 9 AM.
Filter by team and move through the day
When the board gets busy, use the Team filter in the toolbar to narrow it to the people you care about — one tech, a crew, or everyone. The columns update to match, so a single tech's day fills the screen when you want to focus.
Pair that with the Today button and the ‹ › arrows to walk forward through the week and balance the load — if Thursday's stacked and Friday's empty, you can see it and drag work across.
Filtering doesn't change anyone's schedule — it only hides columns from your view. Switch back to all team members before you call it done so you don't miss a job parked on a hidden column.
Use Agenda view and add to the schedule
Agenda view strips everything down to a list of what's coming up — handy for a quick read of the next couple of weeks. When nothing's booked it says so plainly (*No upcoming items*) with a shortcut to add something.
The + Add button (and the Add Event shortcut on the empty Agenda) is for the things that aren't work orders — a meeting, a supplier visit, time blocked off. Work orders themselves flow in automatically once they're scheduled, so most of what's on your calendar got there without anyone typing it twice.
Schedule
Manage your schedule, appointments, and work orders
TODAY · MON JUN 1
TUE JUN 2
WED JUN 3
If a job is missing from the calendar, it's almost always because the work order hasn't been scheduled yet — look in the Dispatch view's Unassigned rail, not for a bug in the calendar.
The whole thing, on one page
Pin it above the office monitor. Hand it to a new hire on day one.
Common questions
What's the difference between the Schedule module and scheduling inside a work order?
They write to the same place. A work order has Scheduled Date, Time, and tech fields you can fill in directly; the Schedule module's Dispatch board lets you set the same things by dragging, while seeing every other job and tech at once. Use the board when you're planning the whole day, the work order form when you're heads-down on one job.
A job I created isn't showing on the calendar. Where is it?
It's almost certainly unscheduled. Open Dispatch view and look in the Unassigned rail — work orders only appear on the calendar once they have a date and time. Drag it onto a tech to put it on the board.
Why doesn't a technician have a column on the dispatch board?
Columns come from your team list. If someone's missing, add them in Settings → Team and they'll appear. The board only shows people who can be assigned work.
Does the Team filter change anyone's schedule?
No. It only controls which columns you see on the board — it's a view filter, not an edit. Switch back to all team members so you don't overlook a job sitting on a hidden column.
What goes in with + Add versus what shows up on its own?
Use + Add for calendar events that aren't jobs — meetings, supplier runs, blocked-off time. Actual work orders flow onto the calendar automatically once they're scheduled, so you rarely add those by hand.
From a booked day to a paid one
Once the board's full and the trucks are rolling, the jobs come back as completed work orders ready to bill. Open a finished one and hit Convert to Invoice — same client, same line items, same totals — and the week you planned here turns into money in the bank.
Keep reading
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