Book a visit for a client
The two forms — Add visit on a job, and New Appointment on the calendar — step by step, with what each field does and who may fill it in.
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There are two ways to put a client on the calendar yourself, and the difference is whether a job exists. If it does, book a visit on the job: it carries the crew's checklist and photos, and it is what makes the job appear in the crew member's list. If there is no job yet — a first look, a callback — book an appointment from the calendar.
A third way needs nothing from you: the client books a slot on your booking page, and it lands on the calendar on its own.
Overview
Both forms ask for the same core — when, and who is going — and differ in what surrounds it. The visit form adds notes for the crew and a checklist; the appointment form adds the site address and the supervisor tick. Neither asks for a price: nothing about money is decided when a visit is booked.
How to book a visit on a job
- Open the job and press Add visit in the Visits card, or Schedule a visit in the purple banner on a job that still needs a date.
- Under When, pick the date and time. It is required.
- Under Who is going, pick a team member or leave Not assigned yet. An unassigned visit can be claimed and completed by anyone.
- Add Notes for the crew — “Gate code, where to park, who to ask for”. They show on the visit on the job page.
- Tick This is a return to fix or check something from earlier on this job if that is what it is; it then asks Why are you going back? and counts toward your rework/callback rate unless the reason is “not our fault”.
- Under Checklist, tick one or more of Your checklists or the Starter lists for your trades — the crew gets its own tickable copy — then press Schedule visit.
Booking a visit on a job in Needs a date moves the job to Scheduled on its own, and puts the assignee in the job's chat room — see A chat room for every job.
How to book an appointment
- Open Calendar and press New Appointment.
- Type the Client name. FieldQuo looks for an existing client with that exact name and uses them; otherwise it creates a new client with that name, which needs client-editing access.
- Pick Date & time.
- Type the Location — the site address. A callback has none.
- Tick Requires a senior supervisor on site when only an owner, administrator or supervisor may take it. Left unassigned, the appointment shows as Supervisor required until a supervisor is put on it.
- Under Assign to, pick a person or leave Unassigned, then press Create Appointment.
This form creates an appointment, not a job. It sends the client nothing at the moment of booking; the appointment reminder text, if you have turned it on, goes out before the time — see Appointment reminders.
Or let the client book
Your booking page offers the event types you set up under Settings → Booking Page, only at times you can actually reach, and takes a visit fee when the event type has one. A confirmed booking becomes an appointment on the calendar, assigned to the person whose calendar it is; the client gets a confirmation email with a link to move or cancel it themselves.
Share the booking link or embed the calendar on your own site — see Embed booking and quote forms on any site and Booking fees and visit deposits.
Who can book what
- A visit on a job: anyone who can open the job — including Crew on their own jobs — for themselves or unassigned. Putting somebody else's name on it needs an owner, administrator or supervisor.
- An appointment: every level can create one for themselves or unassigned; assigning it to another person needs an owner, administrator or supervisor.
- A new client from the appointment form: Estimator and above. Crew read No client named … is on file, and your access level doesn't allow you to add one.
- A supervisor-required appointment can only be assigned to an owner, administrator or supervisor — see Visits that need a supervisor.
Часті запитання
Can I book two visits on one job?
Yes — as many as the job needs. The Visits card counts them (“1 of 3 complete”) and each has its own date, person and checklist.
Does booking a visit tell the client?
No. Nothing is sent when a visit is booked. The client hears from you when the crew presses On my way, and either kind can get a reminder text if reminders are on. Moving or cancelling one later does offer to email the client.
Why is there no duration on the visit?
A visit has a start and no end. Only a booking made through the booking page carries an end time, which is why the drive-between-stops verdict on the calendar is only given after a booking.
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