How To Schedule A Visit in WorkZen
Schedule a visit from the job, the Scheduler's Create button, or a client or lead: pick the date and time, the property, and the crew. The visit lands on the Scheduler and your techs' mobile apps, then moves through its statuses, dispatched, in progress, completed, as the day happens.
Scheduling a visit isn't just "pick a time", it's tying the right tech to the right property with the right info on their phone. One flow handles all of it, and the visit then carries its own status through the day so dispatch stops being a phone-call relay race.
Book it
Create a visit from whichever direction you're coming:
- From a job: the job's Visits section, the visit inherits the job, client, and property. When the visit belongs to a job and its Description is still empty, a Copy from job link pastes in the job's description, so you don't retype it.
- From the Scheduler: the Create button in the toolbar > Visit, or click an empty slot on the day you want.
- From a client or lead: schedule directly from their page.
Set the date and start time, then pick a length: 1h, 2h, or Custom. Custom opens an Until line with its own date and time, which is also how a visit spans several days. Pick the address, and assign one or more team members. Once a client, lead or job is picked, the contact folds into one line; Edit contact opens the name, phone and email for this visit. With a client linked, the address field opens on their saved properties (a Saved addresses group, and clients can have several), then address search results below, and Enter address manually at the bottom when the place isn't listed. As soon as someone is assigned, their day shows beside the form on a computer-sized screen, with the visit you are placing as a block you can drag to another time. Under the time, the form says whether the slot is free or names the visit it overlaps, and Also fits: offers other free times that day. These checks look at what is already booked, not at travel time. On the Scheduler, dragging a visit onto a team member who is already busy at that time still pops a warning and asks whether to schedule anyway.
If you have checklist templates, Add a checklist at the bottom of the form attaches one or more to the visit as it is created.
The visit appears on the Scheduler and on each assigned tech's mobile app immediately.
The visit lifecycle
A visit's status follows the real day:
| Status | Meaning |
|---|---|
| Tentative | On the calendar, not locked in yet. Pick it when you create the visit, then press Schedule once it's firm |
| Scheduled | Booked. On the day, the crew gets Let's Go! and Start |
| Dispatched | Tech is on the way |
| In Progress | Work started |
| Completed | Done. The visit is locked until someone reopens it |
| Cancelled / No Show | The messier endings, both recorded, and locked like Completed until someone reopens the visit |
Run the whole visit from one modal
Opening a visit gives you one-tap actions that walk the lifecycle: Let's Go! to dispatch (with an optional email and/or text to the client), Start Visit when work begins, and Complete when it wraps. Client ghosted you? No Show. Plans changed? Cancel visit is in the visit's Actions menu, with a confirmation so nobody fat-fingers away a booking.
Clicking Complete opens a short wrap-up dialog. Add optional completion notes about how the visit went, and have the client sign off right on the tech's phone in the driveway. Save & Complete stores both; Skip completes without a signature (say, if they've already left for soccer practice) and still saves your notes. The notes then show on the completed visit in a Completion Notes card, so what actually happened travels with the record.
The modal also carries a Notes card for the details the next person needs and a Files section for photos and documents attached to the visit, so "check the photo I took" stops meaning "check my personal camera roll." Adding several photos at once works everywhere: on the web, drag and drop or select up to 10 files per batch, and in the mobile apps pick up to 10 photos at a time, flip the files between list and gallery view, and tap any photo to preview it.
Finished visits are locked
Once a visit is Completed, Cancelled or a No Show, it is locked, so the record of what happened (time on site, signature, reports, billing) stays as it was. Its Actions menu no longer offers Edit visit or Cancel visit, it can't be dragged or resized on the Scheduler, and it can't be deleted. Comments, files, checklists, voice reports and tags still work on a locked visit, and Duplicate visit, Share Visit and Convert visit work as before.
Need to change one anyway, say a visit was cancelled by mistake or the client called back? Open it and choose Reopen visit in the Actions menu, then Reopen. The visit goes back to Scheduled and can be edited, moved or cancelled again, and a line on its Comments tab says who reopened it. In the iPhone and Android apps, Reopen visit sits in the menu at the top of the visit, where Edit was. Only people with the Manage Team Schedule permission can reopen a visit, by default admins and managers. Technicians can't, even on a visit they ran.
Standalone visits and converting them
A visit doesn't need a job. Book "come take a look" against nothing, and when it turns into real work, use Convert visit in the modal: it becomes a lead, a client, or a client plus job, with the visit's details carried over. The estimate-first crowd converts to a lead; the "start tomorrow" crowd goes straight to client + job. Converting to a job asks for the job's title, Job type (your first job type until you pick another), priority and description.
See it in action
Frequently Asked Questions
This article answers:
- How do I schedule a visit?
- How do I assign a tech to a visit?
- What do the visit statuses mean?
- Can a visit exist without a job?
- How do I collect a customer signature on a visit?
- How do I add completion notes to a visit?
- How do I reopen a completed or cancelled visit?
- Why can't I edit a completed visit?