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Scheduling and calendar

Scheduling built on the calendars your team already uses

Inspections, adjuster meetings and crew days are booked from inside the claim and land on your company’s Google calendars. The homeowner gets a real invitation, the address travels with the event, and the claim it belongs to is never a guess.

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The short version

The calendar is Google Calendar, read and written from the claim

This is not a second calendar to keep in step with the one your office already lives in. You connect your company’s Google calendars once, choose which of them belong in the CRM, and from then on the CRM reads them and writes to them. An appointment booked here is a Google event: it appears on the phone in the inspector’s pocket without anybody installing anything.

What the CRM adds is the claim. A generic calendar entry says 10am, Johnson. An entry made here knows which project it belongs to, carries the loss address as its location, and already has the right people on it.

Why a mirrored copy exists

Events are also kept in a local store inside the CRM and re-synced in the background, which is why moving between weeks is instant instead of waiting on an API call for every calendar. Any calendar that has not been synced in the last minute is refreshed when the page opens, so the speed does not cost you freshness.

It is a mirror, not a fork. Something typed into Google Calendar on a phone shows up here; something booked here shows up there.

The grid

Four views, and the sidebar that decides what is in them

Week is what opens by default, and the view you last chose is remembered.

View What it is for
Week The default, as it is in Google Calendar. Chips are sized by duration and print the title, the time and the address.
Day One column, for the days that are stacked. Same three lines on every chip, with room for longer titles.
Month One line per event — time and title, no address. That is deliberate: printing the location would double the height of every chip in the grid.
Year Twelve months at once with a dot on every day that has something on it. It answers "which week in March was quiet" faster than paging through weeks.

Down the left is a mini month calendar for jumping to a date, and under it the list of connected calendars with a checkbox each. Unticking one hides its events immediately — no page reload, no waiting — and the choice survives paging forward and back, which sounds obvious until you have used a calendar where it does not. The list can be dragged into whatever order you actually read it in. Both the ticks and the order are remembered per browser, so the office machine and the truck can be set up differently.

In Week and Day a red line sits across today’s column at the current time, and the grid scrolls to it when the page opens. The line follows the company’s clock rather than the device’s, so a user travelling in another time zone is not shown a line two hours out of place.

Booking an appointment

What an appointment carries

Eight fields, and on a claim you fill in perhaps three of them yourself. The rest arrive with the project.

On the event What it does
Event title Required, and the only thing most people ever type. A template can fill it from the project, so the naming on the calendar stays consistent across the office.
Date and time, or all day A start and an end, or an all-day flag for the jobs that do not have a slot — an adjuster meeting set for "sometime Thursday" is still worth putting on the calendar.
Project Optional, and the field that does the most work. Choosing a project fills the address and pulls its people into the guest list.
Address Written onto the event as its location. It comes from the project when a project is chosen, and can be overridden for a meeting that is not at the loss.
Guests CRM users and customer contacts. They are attached as real attendees, so the invitation behaves the way an invitation from your own mailbox behaves.
Description What the person arriving needs to know. A template can carry a standard version of it and fill the project details in.
Calendar Required, and single-choice on purpose: an event lives on exactly one calendar. Which one decides who sees it and what colour it draws in.

The address is not decoration. Opening an event gives you a pin beside it that draws the map of that location, and a Directions button that asks where you are starting from and returns the route with times and distances — the thing a field inspector actually wants at seven in the morning with four stops ahead of them.

Guests

Choosing the project invites the people on it

Pick the project on a new event and three groups are merged into the guest list before you have typed a name.

Added automatically Why
The project's primary contacts The homeowner or the business the claim belongs to. They are the people who have to be home when the inspector arrives.
The Primary Representative Whoever owns the claim. Pulled from the project team, not from a company-wide list.
The Field Inspector The person assigned to this project as inspector. If the project has nobody in that role, nobody is added — the system does not go looking for a substitute.

One person, one invitation

Two contacts on a claim sharing a mailbox is normal — a married couple, an office and its owner — and the rep is often also the inspector. Guests are de-duplicated by email address, so a person who qualifies three times is still invited once.

Nothing is guessed before you choose

Open the event without picking a project and the guest list stays empty. It used to fill itself from a company-wide pool, which meant the wrong inspector was quietly attached and then never taken off again. A screen that cannot know the answer yet now shows nothing instead of a stand-in.

Saving an event with guests on it asks first whether to email them — everyone, external guests only, or nobody — and skips the question entirely when there are no guests, which is how Google itself behaves. The same question is asked when an appointment is changed and when it is cancelled, because a rescheduled inspection nobody was told about is worse than one that was never booked.

Templates

The same appointment, not retyped for the hundredth time

An office books the same handful of appointments over and over: the initial inspection, the adjuster meeting, the build day, the final walkthrough. Each of those can be an event template, set up once under your workflow settings.

  • Title, description and location carry variables — project address, project name, PO number — that fill in from whichever claim you attach.
  • A default calendar, so the inspection template always lands on the inspections calendar rather than wherever the last person happened to leave the field.
  • Roles and named users, several of each, so the template knows the appointment needs the rep and the inspector without naming individuals who might change.

A template is a starting point, not a cage: the calendar, the guests and the times are all still editable on the event in front of you. Templates sit beside the other workflow settings, which is also where the stages that move a claim forward are defined.

Access

Who can see which calendar, and who can change it

A restoration office is not one calendar. There is a calendar for inspections, one for builds, personal ones for the reps, and often a shared one an outside party can see. Permission is granted per calendar, not to "the calendar" as a whole: a user is given the specific calendars they belong in, and the sidebar only lists those.

It holds on writing too. Adding, editing and deleting events are each checked against the calendar the event is on — and moving an appointment from one calendar to another is checked against both, so a calendar a user cannot write to cannot be written to sideways. Connecting or disconnecting a calendar is its own permission again, because a disconnection takes the whole company’s history of that calendar out of the CRM.

The same per-user access model runs across the rest of the system, from the folders a claim’s documents are filed into to the invoices and payments on the money side.

On the claim

Every project has its own calendar

The company calendar answers "what is happening on Thursday". It is the wrong tool for "what has been happening on this claim", because on a busy week the four appointments that belong to one loss are scattered through two hundred that do not.

So a project carries its own calendar page: the same grid, the same views, the same chips, filtered to that project alone. Paging forward and back keeps the filter, so it is a genuine history of the job — when the inspection happened, when the adjuster came out, when the crew was there — sitting next to the documents and the invoices for the same claim rather than in a different system.

Honest limits

What the scheduling deliberately does not do

  • It needs Google Calendar. The calendar is built on connected Google calendars, not on a private store of its own. A company that does not use Google Calendar cannot use this screen, and that is a straight answer rather than a roadmap item.
  • An event is not dragged to a new time. Rescheduling is done by opening the appointment and changing it, which also means the question about notifying guests is asked. Chips are not draggable in the grid.
  • Guests are told as a group. Emailing some attendees and not others is not offered, because the calendar API accepts only three answers — everyone, external guests only, or nobody. Sending our own invitation to a subset would land in inboxes looking nothing like the real one.
  • It is not a dispatch board. There is no crew capacity planner, no route optimiser and no drag-and-drop day assignment. It is a shared calendar that knows about claims.
  • One event, one calendar. An appointment belongs to a single calendar. Put it where the people who need it are looking.

For the wider picture, the features overview covers the claim workflow, documents and invoicing alongside this, and the comparison page says plainly where a broad roofing platform fits better than a claims-first one.

FAQ

Frequently asked questions

Straight answers about who we serve, what we automate, and how to get started.

See it booked on a real claim

Book a demo and we will connect a calendar, schedule an inspection from a project, and show what the homeowner receives.

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Call (312) 715-8977