Scheduling software for contractors who run crews

Schedule the crew, not the technician

In CoatHQ, a crew is a real thing with a production rate in square feet per hour. That turns a 1,400 sq ft job into a block of hours you can believe. Two crews with different speeds get different schedules for the same floor. That's how it should be.

The calendar shows day, week and month. Appointments have types: estimate, install, callback, PTO, block or meeting. Each type gets its own color. Drag one to move it, and it snaps to 15 minutes. The dispatch board shows the week by crew. Work waiting for a slot sits in a sidebar, so it stays in sight instead of buried in a list.

Status that tells you where the truck is

Appointments move through nine statuses, including en route, arrived and no-show. The office stops calling the crew to ask where they are. And a no-show gets logged as a fact, not held as a grudge.

Scheduling software for contractors should block a job that can't start

Most calendars don't have this, and most owners need it. Every job gets a readiness score out of 100 from a weighted checklist. Did the deposit come in? Is the contract signed and the package picked? Do you have the square footage, a crew and site access? The job has to clear the bar before it can be scheduled.

That stops the Tuesday install where the crew shows up and the customer hasn't picked a color. Or the deposit never landed. Or nobody made sure the garage would be empty. That's a full day of crew time, lost to a box nobody checked.

Scheduled revenue, on the calendar

The calendar lays scheduled revenue over each day and week. Now the schedule doubles as a forecast you can read at a glance. A week can look busy and still be light on revenue. It happens, and you'd never spot it on a calendar that only shows names.

It feeds the material side, too. Booked jobs turn into a forecast of what you'll need. That drives material planning and reordering. So the schedule tells you to buy resin before an empty shelf does.

Telling the customer when the truck rolls

There's a "Text ETA" button on the job, with one template for the sales rep and one for the crew. Someone taps it and the customer gets the message. That's the one-off. Here's how the rest of the messaging works:

• Reminders run on rules you write. You set reminders and follow-ups with a rule builder in plain words. They can go right away, at a set time of day, or a set time before or after the install. Quiet hours hold sends from 9pm to 8am.
• Voice commands hold anything the customer would see. Book by talking and the lead saves at once. A message to the homeowner waits for you to tap confirm, so a misheard time never leaves the building.

Booking by voice

You can also book by voice. Say what you want, and it writes it down and works out what you meant. Then it books an estimate, callback or install, or makes a job from a quote. Anything that would reach a customer waits for you to tap confirm. It won't send on the word of a transcript alone. That guard is on voice, where one misheard word could do real damage. Rules you write yourself work differently. You set them up once, and after that they send on their own.

Two details that sound small but aren't

Times show in your company's time zone, not the browser's or the server's. Say your office manager is in one state and you're driving in another. A 7am install still reads 7am for everybody.

Two-way calendar sync with GoHighLevel helps shops that already run their marketing there. Book in one, and it shows up in the other.

Frequently asked questions

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