Create a New Scheduled Event

Step-by-step instructions for creating scheduled events including setting time, duration, contacts, and team assignments.

Written by Liam ChenUpdated 3 days ago11 min readBeginner

What this guide covers

This guide walks you through creating a new scheduled event in JobsiteOn. You will learn how to open the event creation form, fill in event details such as title, description, contact, and property, set the date and time range, assign a team member, choose an event type, and save the event. By the end, you will be able to schedule appointments confidently and know where each field goes.

Before you begin

You need an active JobsiteOn account with access to the Schedule module.
Navigate to /schedule from the main sidebar.
If you plan to assign the event to a team member, confirm team members have been added under the Team section.
If you plan to link the event to a contact or property, confirm those records exist.

Step 1: Open the event creation form

There are two ways to start creating an event:

Option A: Use the New Event button

Click the New Event button in the schedule header. This is the primary creation path and is always accessible from any calendar view. It opens the event creation form at /schedule/new.

Option B: Click a time slot on the calendar

In day or week view, click directly on an empty time slot in the calendar grid. This opens the quick-create popover pre-filled with the date and time you clicked. You can fill in basic details and save directly, or expand to the full creation form for more options.

Tip: Clicking a time slot is the fastest way to create an event when you already know the exact day and time. The quick-create popover captures the essentials and lets you save in seconds.

Step 2: Set the event title

Enter a descriptive title for the event. This title appears on the calendar event card, in notifications, and in any linked records. Good titles are brief but specific:

"HVAC Inspection - 123 Oak St" is better than "Appointment."
"Follow-up with Johnson" is better than "Meeting."

The title field is required. You cannot save an event without it.

Step 3: Choose the event type

Select an event type from the dropdown. The event type determines the color coding on the calendar and helps categorize your schedule. Available event types include:

Site Visit -- An on-site assessment or initial visit.
Estimate -- A quote appointment where you evaluate the job scope.
Follow Up -- A return visit after initial work or a quote.
Maintenance -- Recurring or scheduled upkeep work.
Emergency -- An urgent, unplanned dispatch.
Work -- General work execution on a job.
Appointment -- A standard scheduled meeting or visit.
General -- Any event that does not fit the other categories.

Note: The event type you choose affects how the event card appears on the calendar. Each type has a distinct color so your team can scan the schedule and understand the nature of each event without opening it.

Step 4: Set the date and time

The event form separates date and time into four distinct fields for clarity and flexibility.

Start Date and End Date

Click the Start Date field to open a calendar picker. Select the date the event begins. If the event spans multiple days or runs overnight, set the End Date to a different date. For same-day events, the end date matches the start date automatically.

Start Time and End Time

Click the Start Time field to open a time dropdown. Select the time the event begins. Repeat for End Time. You can also type the time directly into the field if you already know the exact value.

Times snap to 15-minute increments in the dropdown. Manual typing allows any time value.

Tip: For overnight work, set the start time on today and the end time on the following day. The calendar renders the event across both days with a continuation block on the second day.

Duration considerations

The calendar calculates duration from the gap between start and end times. There is no separate duration field. If you need a 2-hour appointment starting at 9:00 AM, set the start to 9:00 AM and the end to 11:00 AM.

Step 5: Add a description

The description field is optional but recommended. Use it to capture notes, special instructions, or context that the assigned team member needs before arriving. The description appears in the event detail sidebar when someone clicks the event card.

Good descriptions include:

Gate code or access instructions.
Customer preferences or warnings.
Materials to bring on site.
Reference to a related quote or job number.

Step 6: Link a contact

The contact field lets you associate the event with an existing customer record. Start typing the contact name and select from the dropdown suggestions. Linking a contact means:

The event shows the contact name on the card.
The contact record displays this event in its activity timeline.
Notifications can reference the customer by name.

If the contact does not exist yet, you will need to create the contact record first under the Contacts section and then return to link it.

Step 7: Link a property

The address input searches existing properties first and falls back to address matches. This means if your customer has a saved property in JobsiteOn, it will appear as a suggestion. If not, you can type a new address manually.

Linking a property:

Associates the event with a specific service location.
Enables accurate travel-time calculations in the Find a Time feature.
Displays the property address on the event card.

Tip: Address suggestions finalize on the first click, so the picker closes cleanly once you select a structured location. No double-clicking needed.

Step 8: Assign a team member

The assignee field lets you dispatch the event to a specific team member. Open the dropdown to see your active team members with their names, avatars, and email addresses.

Assigning during creation

Select a team member from the dropdown. The event immediately appears on that member's calendar column in day and week views.

Leaving the event unassigned

If you do not select anyone, the event saves as Unassigned. Unassigned events still appear on the calendar and are visible in the dispatch board's unassigned panel. You can assign someone later.

Adding a new team member

If the person you need is not in the list, use the Add New Team Member shortcut at the bottom of the dropdown. This navigates to /team/new where you can add the member, then return to complete the event.

Step 9: Review the summary card

Before saving, review the summary card that appears on the creation form. It displays:

Event title.
Event type.
Date range.
Time range.
Assigned team member or "Unassigned."
Event color.

This lets you confirm everything at a glance before committing.

Step 10: Save the event

Click Save to create the event. After saving:

The calendar redirects to /schedule focused on the saved start date.
The new event appears immediately on the calendar grid.
If assigned, the team member receives an email notification about the new event.
Unassigned events render on the calendar immediately and do not disappear from the grid.

Note: If you used the quick-create popover, clicking Save works the same way. The event is created and the calendar updates in place with a confirmation toast.

Step 11: Link to a job (optional)

If the event is related to an existing job, you can link it from the event form. Linking connects the schedule event to the job record so your team can navigate between them.

Benefits of linking to a job:

The job detail page shows all associated schedule events.
Crew members can see the full job context from the event detail sidebar.
Reporting can correlate scheduled time with job completion.

If no job exists yet, you can create the event first and link it to a job later.

Using Find a Time

The Find a Time feature helps you locate available slots when scheduling around existing appointments. It uses the same address search behavior for the service-address field, so travel-time calculations use the same address source as the event itself.

Open Find a Time from the event creation form to:

See open slots across team members.
Factor in travel time between jobs.
Pick a slot and auto-fill the date and time fields.

How Find a Time works

Enter the service address on the event form.
Open the Find a Time panel.
The system checks each team member's existing schedule for open windows.
Available slots are displayed with estimated travel time from the member's previous appointment.
Click a slot to automatically fill the start date, end date, start time, end time, and assignee fields.
Review the populated fields and continue filling the rest of the form.

Tip: Find a Time is most useful when your team has busy schedules and you want to avoid manual conflict checking. Let the system find the optimal slot for you.

Quick-create vs. full form

JobsiteOn offers two creation paths that serve different needs:

Opens when you click a time slot on the calendar.
Pre-fills the date and time from where you clicked.
Shows a compact form with title, type, and assignee fields.
Ideal for fast scheduling when you already know the essentials.

Full creation form

Opens when you click New Event in the header.
Shows all fields including description, contact, property, and recurrence.
Ideal for detailed event setup with linked records and notes.

Both paths create the same type of event. The quick-create popover is a shortcut to the full form -- you can always expand from the popover to the full form if you need more fields.

Troubleshooting

The contact dropdown searches existing records. If the person is a new customer, create the contact first under Contacts, then return to the event form.

I cannot see the Save button

Scroll down on the event form. On smaller screens, the Save button may be below the visible area. All required fields must be filled before Save becomes active.

My event disappeared after saving

Navigate to the date you saved the event on. If you were viewing a different date range, the event is there but not visible in the current view. Click Today or navigate to the event's start date. Also check that your team filter is not hiding the event.

The time picker only shows 15-minute increments

The dropdown shows 15-minute intervals, but you can type any time directly into the field for more precision.

I assigned the wrong team member

Open the event from the calendar by clicking its card, then select Edit Event to open the edit form. Change the assignee from the dropdown and save. The old assignee is removed and the new one receives a notification.

FAQ

Can I create events from the mobile app?

This guide covers the web application at /schedule/new. Mobile event creation follows the same fields and flow in the mobile interface.

Can I duplicate an existing event?

Currently, each event is created individually. To create a similar event, open the original for reference and use New Event to create a fresh one with similar details.

Does creating an event notify the customer?

Event creation notifies the assigned team member by email. Customer notifications depend on your workspace notification settings and whether the event is linked to a job with customer communication enabled.

Can I create events in bulk?

Events are created one at a time through the form. For recurring work, use the recurring event feature covered in the Set Up Recurring Schedules guide.

What happens if I close the form without saving?

Unsaved event data is lost. The event is not created until you explicitly click Save. If you accidentally close the form, reopen it and re-enter the details.

Can I set a default event type?

The event type field does not have a global default. Each new event starts with no type selected, and you choose the appropriate type per event.

How do I create an event for a specific team member directly?

You can either click a time slot in that member's column in Day view (which pre-fills the time and member) or use the New Event button and select the member from the assignee dropdown.

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