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Booking work and blocking time from the phone

Book a visit for a client from the field app, and block out time on your own day for lunch, errands or running late.

Book a visit

Anyone signed in to the app — technician or admin — can book a one-off visit.

To book a visit

  1. On Agenda, tap + Visit — or open the client under Clients and tap Schedule a Visit.
  2. Under Client, tap Select a client… and choose the client. Only active clients are listed; to book for an off-boarded client, start from their record instead.
  3. Check the Date. It starts on today, by your company's clock; type another as YYYY-MM-DD.
  4. Optionally enter a Time (optional) as 24-hour HH:MM, for example 13:30. Left blank, the visit is booked for 09:00.
  5. Optionally enter Duration (minutes, optional).
  6. Optionally add a note under About this visit only — access details belong on the property. Gate codes and other access instructions go on the property, not here — see The field app.
  7. Tap Create Visit.

What you'll see. The visit is booked but not assigned to anyone: it goes into the open pool for its day, where you or anyone else can claim it. A visit booked for today appears on Open Pool straight away — tap Claim to put it on your agenda. See Taking and handing back work.

If it says "Invalid date" or "Invalid time". Enter the date as YYYY-MM-DD, and the time as 24-hour HH:MM or leave it blank.

If it says "One moment". The app is still checking today's date with Lupa. Try again in a second.

If it refuses with service_location_not_geocoded. The client's property has no usable address. Fix the address first — see Accounts and service locations.

If it refuses with service_location_required. The app books at the client's only property, and this client has more than one, or none. Ask the office to book this visit — see Booking and changing visits.

Block out time that isn't a visit

A personal-time block holds space on today's agenda with a label, a start time and a length.

To add personal time

  1. On Agenda, tap + Personal Time.
  2. Enter a Label, such as Lunch, Break or Errand.
  3. Check the Date. It is always today, by your company's clock.
  4. Check the Start Time, 24-hour HH:MM. It starts at the current time.
  5. Check the Duration (minutes). It starts at 30.
  6. Under Type, choose Flex (slots between visits) or Fixed (locked to the start time).
  7. Tap Add to Agenda.

What you'll see. The block on your agenda and on the office's board. It has no address, so it is not on the map. On Agenda it shows as a numbered stop with — in place of a client and your label beneath it. It counts in Left until you close it.

Personal time is added from the field app only, and only for today.

Finish or remove a block

A block stays open on your agenda until you close it. It can't be edited or deleted once added.

To finish a block

  1. Tap the block on Agenda. It opens on a screen titled Visit.
  2. When the break is over, tap Mark Done, then Mark Done again to confirm.

To remove a block added by mistake

  1. Tap the block on Agenda.
  2. Tap Skip.
  3. Choose Other… and type a reason, such as "Added by mistake".
  4. Tap Skip Visit.

What you'll see. The block reads Complete or Skipped and no longer counts in Left. A block has no customer, so On My Way and Start tell no one anything; use Mark Done or Skip to close it. A block left open at the end of the day is not marked missed.

Take a day or more off

Lupa has no time-off request. Personal time covers today only. To take a later day off, tell the office: they move your visits for that day or hand them to someone else. Before the day arrives you can also Decline a visit booked to you that reads Scheduled — see Taking and handing back work.

Tell the office you're running late

To add a running-late block

  1. On Agenda, tap Running late.
  2. The Running Late form opens already filled in: labelled "Running late", 15 minutes, Flex, starting now. Change anything you need.
  3. Tap Add to Agenda.

What you'll see. The block on your agenda, and the day's arrival times recalculated around it.

Book repeat work or bill a client

Repeating schedules and invoices are admin tasks. See Invoices and repeats on the phone.