The Scheduler in ShopView helps you efficiently manage appointments, technician assignments, and workload distribution. It provides flexible viewing options, easy scheduling, and In Progress updates, ensuring a streamlined workflow across your shop.
Overview
The Schedule in ShopView is your visual planning and job dispatch tool. It shows technicians, booked work, and available slots so service advisors can plan the day, assign jobs, and dispatch work quickly. The Schedule is tied to Work Orders and lines (not Departments), and it updates live as technicians clock in and work progresses. You can also add custom events to track things like employee vacations or appointments so you always know the manpower you have available when scheduling in the future.
Accessing the Schedule & Basic Layout
From anywhere in ShopView, click Schedule on the top navigation to open the page.
The schedule shows a time window that includes the current time (the time bar moves as the day progresses).
The time interval filter is in the top-right (default: 60 minutes) — use it to change slot granularity (15/30/60min, etc.).
Across the top you’ll see the current date and the time slots for that date.
Down the left side is the Service Department row/column (the standard schedule department; users do not, however, clock into this department). Users assigned to this department appear on the schedule. (If someone is missing or appears incorrectly, check their departments in Admin settings.)
Calendar, Today / Prev / Next & Date Picker
Top-left: the three-line (≡) menu opens a calendar picker showing the current month with Today preselected.
Use Prev / Next to move to previous or next days.
Click any date in the calendar to view that day’s schedule.
Under the calendar picker are two tabs: Unassigned and Assigned. Both lists can be dragged onto the schedule.
Schedule Lists (Assigned & Unassigned)
Assigned tab shows WOs that have a lead technician assigned to the WO.
Unassigned tab shows WOs with no lead technician assigned.
Technicians may or may not be assigned to individual lines. The lead technician is selected on the work order in the top left card.
Both lists display: WO number, Customer name, and Unit number (asset).
Hover a WO in the list to see a short description of every line plus actual and estimated times on the right.
Color cues in the lists:
Green = WO is currently In Progress (someone clocked in).
Blue = WO is scheduled/available but not active.
Drag & Drop Scheduling (Assigning Work)
You can drag any WO from either Assigned or Unassigned lists onto a technician’s time slot.
Dropping a WO onto a technician will:
If WO was Unassigned, this will Assign the technician as the lead tech and leave the lines unaffected. You will be asked to confirm. Note: Tech A already has time on a line, assigning the lead tech as Tech B will not remove Tech A's assignment or timesheet activities.
If WO was Assigned to a different lead tech, it will prompt to Reassign. You will be asked to confirm..
You may stack multiple WOs into the same time slot for a technician (useful for estimated overlap or when multiple small tasks are planned).
When assigning via drag & drop:
The schedule assigns only the technician you drop the WO onto. You can add more technicians later from the Edit Line modal if multiple techs will be on the job.
The schedule will default the scheduled duration to the line’s approved estimated time, but you can override it in the schedule modal (see below).
Scheduled Job Modal (what opens when you click a scheduled job)
Click a scheduled job on the schedule to open the Scheduled Job modal. It shows:
WO number, Customer, Asset / Unit number
A blue hyperlink (box with arrow) in the top-right to open the WO in a new tab.
A note field — add a note visible to all users when hovering the WO on the schedule.
Time Estimate the amount of approved work is shown here (override default if you want the tech to spend less/more time than the approved estimate). Note: for jobs longer than 8 hours, it will cap the scheduled time to 8 hours, you can then adjust as needed
Buttons:
Remove — unschedules the WO from that slot (keeps WO intact).
Carryover — places the WO in the same time on the next day.
Save & Close — saves any edits and closes the modal.
Creating a Work Order/Assign Existing from a Time Slot
Click a blank slot on a technician row and choose Create New Work Order.
This creates a placeholder appointment linked to that time slot (no lines yet).
The WO is built in the background; open it later to add lines & parts.
Alternatively, choose Assign Existing Work Order to choose a pre-existing WO from the dropdown in the modal to that timeslot.
Creating a Custom Event from a Time Slot
Click a blank slot on a technician row and choose Add event
Add the Event Title and select the Start and End time, Save & Close
This creates a custom event that blocks the schedule
Uses: Staff meeting block, vacation time, or training
How Schedule Assignment Interacts with WO & Line Assignments
Assigning a WO via the schedule assigns the technician at the WO level (and will appear on the WO card).
The schedule assignment does not automatically assign multiple technicians — only the one you dropped onto the schedule. Add extra technicians via the Line Edit modal.
If a technician clocks into a scheduled job, the WO’s color changes to green and time tracking begins; the WO may also trigger status changes (e.g., Approved → In Progress).
Reassigning a job on the schedule prompts confirmation and does not remove previously logged time — existing time logs remain intact.
Quick Actions & Hover Behaviors
Drag and drop for quick scheduling and assignment
Hover a scheduled WO to preview its lines and estimated/actual times.
Add quick notes on scheduled items (visible on hover), useful for callouts like “pull into bay 3” or “just do diags and kick it out.”
Click the WO hyperlinks to open the WO directly.
Tips for Effective Scheduling
Create appointments as they are booked, shown on the day the customer requests to drop off.
Use Custom Events to block off employee vacation time to ensure view available man hours when scheduling.
Use Carryover for recurring multi-day jobs or when parts are delayed; it keeps the appointment in the same time slot the next day.
Keep the Service Department membership up to date in Admin to ensure all active technicians appear on the schedule.
Related Articles
How to Build a Work Order in ShopView
Assigning Technicians to Lines in ShopView
Adding Lines and Parts to New and Existing Work Orders
Clocking In and Out of Work Orders and Departments in ShopView
Work Order Status Workflow in ShopView