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Use this guide when you need to place new work on the Schedule page. This may be a customer visit, service task, pickup, delivery, staff task, or a Calendar Block when the shop should not accept bookings. When you save the event, your whole team sees it on the calendar, in Table and Whiteboard views, and in Progress when they track status.

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What you will accomplish

  • Open the Create New Event form from Schedule.
  • Choose the right Event type, customer or vehicle, date, and time.
  • Assign a team member and add notes when the handoff matters.
  • Save the event so it appears on the calendar for your whole team.

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When to create an event from Schedule

  • A customer calls to book a drop-off, pickup, detail, or service visit.
  • Your team needs to block time for a meeting, holiday, or bay maintenance (Calendar Block).
  • Work is starting right now and you want the calendar to show the correct time without picking a future slot.
  • The same visit should repeat weekly or monthly — turn on Recurring Event or follow Create recurring appointments.
  • The work can happen anytime that day (no customer arrival time) — turn on All day or follow Create an all-day event.

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Before you start

  • Know what kind of event you are adding, such as Vehicle Drop Off, Dealer Service, Vehicle Pick Up, or Calendar Block.
  • If the event is for a customer or vehicle, make sure the customer or car already exists in the app.
  • Know the date, preferred start time, and how long the event should take.
  • If the work belongs to a specific staff member or outside vendor, know who should be assigned.
  • If your team uses customer notifications, confirm the time before saving so the customer receives the correct information.

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Phone bookings: a simple front-desk script

When a customer calls to book, use this order so nothing is missed:
1

Confirm who and what

Ask for the customer name, vehicle (year, make, model), and what they need (drop-off, detail, pickup, service).
2

Open Schedule and click Schedule Event

Go to Schedule and click Schedule Event. Search for the vehicle or customer before you pick a time.Why this matters: Booking under the wrong car is one of the most common front-desk mistakes—and it is easy to prevent with a quick search.
3

Pick the right event type and time

Match the visit to the correct Event type, choose a highlighted time slot, and add notes the floor team will need (entrance, keys, special requests).
4

Assign someone when you know who owns it

If a technician or vendor is already lined up, set Assigned to now. Otherwise leave it Unassigned and let the morning stand-up assign owners.Expected result: The customer hears a confirmed time, and your team sees the visit on the calendar without a separate sticky note.

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Create the event

1

Open Schedule

Go to Schedule from the dashboard sidebar.Expected result: You see the schedule header with Schedule Event, Full screen, and Filters & Settings. Events appear as colored blocks, cards, or table rows depending on your last view.
2

Click Schedule Event

Click Schedule Event near the top-right of the page.Expected result: A window titled Create New Event opens. On the left you will see EVENT TYPE OR WORKFLOW, vehicle or customer, ASSIGNED TO, DESCRIPTION (OPTIONAL), and RECURRING EVENT. On the right you will see All day, then the date and available times.
3

Choose the Event type

Select the event type that best matches the work. The dropdown shows all event types your team has set up.Examples:
  • Use Vehicle Drop Off when a customer is bringing in a car for storage.
  • Use Dealer Service when the car is going to or returning from outside service.
  • Use Detail & Wash for cleaning or detailing work.
  • Use Battery Maintenance for routine battery checks.
  • Use Calendar Block when your facility should not accept bookings during a time period.
Choosing the right event type matters because it controls which fields the app asks for, how the event appears on the calendar (each type has its own color), and whether customers receive notifications.
4

Select the vehicle or customer

If the event type is about a vehicle, search for and select the correct car. Start typing the make, model, or owner name and the app will show matching vehicles.If the event type is about a customer but not a specific car, search for and select the customer.Facility-only events (like Calendar Block) do not need a customer or vehicle.
5

Choose an option if one appears

Some event types have options, such as a standard appointment length or service package. If an Option field appears, choose the option that matches the work.If no option appears, your team may have only one default setup for that event type, and it is already selected.
6

Assign the event if you know the owner

If you are an admin and the Assigned to field appears, choose the team member and/or vendor responsible for the event.You can leave it Unassigned if the team will decide later. Assigning someone helps them find their work using the “Assigned to me” filter.Tip: The picker lists Team members and Vendors in one searchable menu. See Assign team members and vendors to events for screenshots and vendor setup steps.
7

Pick the date and time — or turn on All day

On the right side of the form, confirm the date. Available times appear as buttons (for example 9:00 AM).Click a highlighted time slot that works for the customer and your bays.If the work can happen anytime that day and nobody is arriving at a clock time, turn on All day instead of picking a slot. The helper text says No timed slot — the team can do this anytime that day. Full steps: Create an all-day event.Expected result: The slot you picked is selected, or the time grid is hidden because All day is on. Times follow your facility time zone (shown on the form).Why this matters: Available slots follow your event type rules (hours, buffers, and closed days). Picking a highlighted slot is the safest choice when a customer is coming at a real time.
8

Add a clear description

In the Description field, add notes that will help the next person understand the event.Good notes are short and specific. Example: “Customer will drop off the Porsche at the front entrance. Please confirm battery tender setup.”
9

Click Create Event

Review the event type, customer or vehicle, date, time, and notes. Then click Create Event at the bottom of the form.Expected result: The window closes. The event appears on Schedule at the date and time you chose. Other views (Table, Whiteboard, Progress) show the same event after you switch to them.
Create New Event window with event type, vehicle, assigned to, description on the left, and All day plus time slots on the right
The Create New Event window keeps details on the left and the date on the right. All day sits above the time slots. Leave it off when the customer is arriving at a real time.
Create New Event dialog with the Assigned to picker open showing team members and vendor partners with checkboxes
Click Assigned to to pick team members and vendors. You can assign more than one person or partner when the job needs a handoff.

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Use Now for work that is starting immediately

1

Choose the event details first

Open Schedule Event, select the Event type, and choose the vehicle or customer if the event needs one.
2

Click Now below the time slots

Below the available times, click Now.Expected result: The form sets the appointment to the current time so you do not have to hunt for a slot when the car is already on the lot.
3

Add notes and click Create Event

Add a short Description if the next person needs context, then click Create Event.Expected result: The event appears on today’s calendar at the current time.
Create New Event form with the Now button visible below the available time slots
Use Now when work is already in progress. You can still add notes before you save the event.
Schedule calendar showing events as colored blocks across the week, with each event displaying the vehicle name, customer, and time
After creating an event, it appears immediately on the calendar. Your whole team can see it in every view.

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What success looks like

After you save the event:
  • The event appears on the Schedule page as a colored block at the correct date and time.
  • The event shows the correct event type name and color.
  • The vehicle or customer name is visible on the event block when the event needs one.
  • The assigned staff member or vendor can see the event when they use the Assigned to me filter (staff) or when your team shares the schedule with partners.
  • Any notes are visible when someone clicks on the event to open its details.

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Common mistakes to avoid

Do not use Calendar Block for customer workUse Calendar Block only when you want to reserve or block time for the facility. For customer visits, choose the correct customer or vehicle event type instead. Calendar blocks prevent other bookings during that time.
Check the vehicle before savingMany customers have more than one car. Confirm the year, make, model, and plate before creating the event. Creating an event for the wrong vehicle causes confusion for your team and the customer.
Use notes for handoffsIf another team member may handle the appointment, add notes that explain what the customer expects. This prevents repeat questions and missed details. Think of notes as a message to your future self or a teammate.

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Troubleshooting

I do not see the Schedule Event buttonYour role may not have permission to create scheduled work. Ask a team admin to review your access in Settings > Team.
The event type I need is missingThe event type may be turned off or not set up yet. Ask an admin to check Settings > Events & schedule. They can create new event types or reactivate existing ones.
The customer or vehicle is missing from the searchCreate the record first in Contacts or Cars, then return to Schedule and create the event. The search only shows customers and vehicles that already exist in the system.
No available time slots are showingThe event type may have availability rules that limit when bookings can happen. Try a different date, or ask an admin to review the availability settings for that event type in Settings > Events & schedule.

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Create repeating work on the same form

If this visit should happen every week or month, turn on RECURRING EVENT at the bottom of the left column and set the repeat pattern. For full step-by-step help, follow Create recurring appointments. You can also turn on All day and RECURRING EVENT together when the repeating work has no arrival time. See Create an all-day event.
Customers may see this visitIf the event type is set so customers can see it, the visit can appear in their portal after you save. Timed visits show a clock time. All-day visits show the date only. Admins set Who can see this in Settings → Events & schedule. See Configure event types.

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Create an event from Month view

1

Switch to Month view

Click Filters & Settings, choose Calendar under View Mode, then click Month.Expected result: You see a month grid with colored dots or blocks on busy days.
2

Click the day you want

Click the date on the month grid.Expected result: A list opens showing how many events are on that day. You can read what is already booked before adding more work.
3

Click Create Event on This Day

If the day has no events yet, click Create Event on This Day.Expected result: The Create New Event form opens with that date already selected on the right side.
Schedule month view with a day list open showing events for the selected day and a Create Event on This Day button
Month view is helpful for spotting busy days. Open a day to see its list, then add work when the day is still open.

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If the time you want is not available

Sometimes the time picker shows Unavailable, Fully booked, or No Time Slots because of booking rules, buffers, closed days, or another event already using the bay.
1

Try another time or day first

Pick a highlighted slot that the app offers. This is the safest choice for customer notifications and avoids double-booking.
2

Read the warning if you must override

If your role allows it, you may see a yellow alert titled This time isn’t available with the message that the time is outside available slots or conflicts with another booking.
3

Click Continue anyway only with approval

Click Continue anyway only when a manager has agreed to book outside normal rules. Otherwise click Cancel and pick a different slot or day.Expected result: The form lets you save at the time you chose. Your team should expect possible conflicts and customer messages tied to that time.
Why availability mattersAvailability rules protect your bays and staff from double-booking. Bookable resources and event type settings (in Settings → Events & schedule) control which slots appear. Overriding without a good reason can leave two customers expecting the same time.

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What to do next

If plans change after the event is created, use Update, assign, or reschedule an event. If the event is no longer happening, use Cancel or delete a scheduled event. To see work as cards instead of a time grid, open Use the Whiteboard view on Schedule. For a wall display, see Use full-screen schedule display.