Status filters allow you to organize schedules by type such as Installation, Appointment, Sales Call, Delivery, or custom categories. Statuses are color-coded when using the Calendar integration and can be organized into folders for quick filtering. Configure statuses in Company Preferences → Calendar section or Planning Workflow → Settings → Statuses.

Resources are crew members, trucks, or equipment assigned to schedules. Resource names must exactly match user account names to grant TRUE Field and TRUE Time mobile app access. Filter schedules by resource to see all work assigned to specific crew members or trucks.

Search schedules by client name, contract number, job ID, date range, status, or assigned resource to quickly locate specific work assignments.

Use Advanced Filter to create complex searches combining multiple criteria, date calculations, and saved filter sets. Click the funnel icon in the Schedules module to access Advanced Filter functionality.

Actions available from the schedule record or gear menu allow you to duplicate schedules, notify crew members, split schedules, and create delivery routes.

The Calendar integration (DayBack) is a third-party add-on that provides visual scheduling capabilities with drag-and-drop functionality. This is a separate subscription costing $9 per user per month.

The Edit Card allows you to modify all schedule details including dates, resources, status, and linked contracts or jobs. Changes save automatically and update in TRUE Field and TRUE Time mobile apps immediately.

Schedule Information

Resource Assignment

Additional Options

Create schedules directly from job records to link work assignments with specific projects.

1. Open the Jobs module and select the job record
2. Click the Schedule button in the job header (second button)
3. Select New Schedule from the options
4. Set the start and end date range for the work
5. Assign resources (crew members who need access to the job)
6. Optionally assign a status for calendar color-coding
7. Click Save to create the schedule

Yes, create standalone schedules for meetings, deliveries, or work that doesn't require a full job record.

1. Navigate to Planning Workflow → Schedule module
2. Click New to create a blank schedule
3. Enter schedule details (date range, description, client information)
4. Assign resources as needed
5. Select a status category
6. Leave the contract/job field empty or link it manually if needed

Schedule material deliveries or receiving by creating schedules from purchase order records.

1. Open the purchase order record
2. Click Options → New Schedule
3. Schedule automatically pulls PO name, due dates, and cost center
4. Set the delivery date range
5. Assign a status like "Shipping" or "Receiving" for calendar identification
6. Schedule appears on calendar with the selected status color

Statuses and Resources are the two primary organizational tools for scheduling. Understanding the difference is critical for proper setup.

Statuses:

• Color-coded schedule categories (if using Calendar integration)
• Examples: Appointment, On-site Quote, Installation, Delivery, Service Call
• Used to categorize the type or purpose of the schedule
• Can be organized into folders to group related status types
• Configure in Company Preferences → Calendar section

Resources:

• Typically people (crew members) but can also be trucks or equipment
• Must exactly match user account names for TRUE Field/TRUE Time access
• Used for assigning who is working on the schedule
• Can create resource groups (e.g., Truck 1 with multiple crew members)
• Configure in Company Preferences → Calendar section or Planning Workflow → Settings

Create custom status categories that match your business workflow and organize them into folders for filtering.

1. Navigate to Gear → Company Preferences
2. Select Calendar section (or Planning Workflow → Settings if Calendar is enabled)
3. Click Statuses to view or add status categories
4. Create statuses for each workflow type (Installation, Sales Appointment, Delivery, Service)
5. Assign colors to each status for calendar visualization
6. Optionally create folders to group related statuses (e.g., "Sales Calendar" folder containing Appointment and Quote statuses)
7. Save changes and statuses become available when creating or editing schedules

Resources represent people, trucks, or equipment that can be assigned to schedules. Proper setup is critical for mobile app access.

1. First, ensure crew members have user accounts created (see user creation guide)
2. Navigate to Company Preferences → Calendar section
3. Click Resources to add crew members
4. Create a resource for each crew member using their exact user account name
5. Optionally create truck or equipment resources
6. Create resource groups to link multiple crew members to a truck (faster assignment)
7. Resources are now available for schedule assignments

TRUE Field mobile app access is controlled by schedule resource assignments and active date ranges.

In TRUE Field Mobile App:

1. User logs into TRUE Field app
2. Taps Schedules button on home screen
3. Sees ONLY schedules where they're assigned as a resource for today or upcoming days
4. Taps a schedule to access the linked job, contract, or work ticket

Key Differences:

• Assigned to Job: Work appears in "Jobs" button until job is marked complete or archived
• Assigned to Schedule: Work appears in "Schedules" button only during the schedule's active date range
• Schedules provide cleaner daily view—crews see only what they're working on today, not a long list of all assigned jobs

Understanding the difference between direct job assignments and schedule assignments is critical for managing crew mobile app access.

Assigned Directly to Job:

• Work appears in TRUE Field "Jobs" button
• Access persists until job is marked complete or archived
• User sees the job in their list constantly
• Best for: Project managers, foremen, long-term assignments

Assigned to Schedule:

• Work appears in TRUE Field "Schedules" button
• Access only during schedule's active date range
• User sees only current and upcoming scheduled work
• Best for: Installation crews, daily work assignments, rotating teams

TRUE Time users can punch time directly to schedules, automatically linking labor hours to the scheduled work.

1. User opens TRUE Time (mobile app or web portal)
2. Clicks Punch In
3. Selects the active schedule from dropdown (shows only their assigned schedules for today)
4. Time entry automatically links to the schedule's job or contract
5. Labor hours appear in job costing reports
6. When complete, user punches out and time is saved to schedule

The Schedules module and Calendar integration serve different but complementary purposes.

Schedules Module (Built into TRUE):

• Accessible to all TRUE users at no additional cost
• Displays schedules in list view format
• Filtering by status, resource, and date range
• Create, edit, and manage schedules
• Full functionality without Calendar integration

Calendar (DayBack Integration - Optional):

• Third-party add-on costing $9 per user per month
• Visual calendar display (day, week, month, resource pivot views)
• Drag-and-drop scheduling between dates and resources
• Color-coding by status for quick visual identification
• Unscheduled queue with drag-to-calendar functionality

How They Work Together:

• Every schedule created in TRUE automatically appears in Calendar (if enabled)
• Changes made in Calendar update TRUE immediately
• Calendar provides visual interface while Schedules module provides list-based management
• Not every user needs Calendar access—consider who benefits from visual scheduling vs. list view

Resource Pivot view is the most popular Calendar layout for crew scheduling, displaying resources vs. days in a grid format.

Display Layout:

• Resources (crew members) listed vertically on the left side
• Days of the week displayed horizontally across the top
• Schedules appear in grid cells where person and day intersect
• Color-coded by status for quick visual identification

Drag-and-Drop Capabilities:

• Drag schedule up or down to reassign to a different crew member
• Drag schedule left or right to change dates
• Changes update immediately in TRUE and crew mobile apps
• Shows gaps in scheduling—easily identify who is available

Accessing Resource Pivot:

1. Open Calendar from Planning Workflow
2. Click view options in top-right corner
3. Select Resource Pivot List view

Use status folders and resource filters to create multiple "calendar views" within a single calendar interface.

Setup Status Folders:

1. Open Calendar side panel
2. Create folders for different calendar types (e.g., "Sales Calendar", "Install Calendar")
3. Add relevant statuses to each folder (Appointments and Quotes to Sales; Installations to Install)
4. Folders appear as collapsible groups in filter panel

Apply Filters:

• Select only "Sales Calendar" folder to show sales-related schedules
• Select only installation resources to show installation crew schedules
• Combine filters: Show only Install crew AND In Progress status
• Bookmark filtered views for quick switching between scenarios
• Each user's calendar remembers their last-used filter settings

The Unscheduled Queue is a holding area for confirmed work that hasn't been assigned specific dates yet.

How It Works:

• Create schedules but leave dates unassigned or use placeholder dates
• Schedules appear in the Unscheduled Queue
• From Calendar, drag items from queue onto specific dates when ready
• Drag schedules back to queue if dates change or need rescheduling
• Queue provides visual list of all work needing scheduling

Use Cases:

• Work that's confirmed but dates not yet finalized with customer
• Jobs waiting for material delivery before scheduling installation
• Flexibility to schedule when crew becomes available
• Backlog of work ready to be assigned to open schedule slots

Send email or text notifications to assigned resources when schedules are created or modified.

Duplicate existing schedules to quickly create new schedules with the same settings and resources.

1. Open the schedule record you want to duplicate
2. Click Options → Duplicate Schedule
3. New schedule is created with all the same settings (status, resources, description)
4. Modify the dates for the new schedule occurrence
5. Save the duplicated schedule

Create truck-based resources to schedule entire crews at once using vehicle assignments.

Setup Truck Resources:

1. Navigate to Company Preferences → Calendar → Resources
2. Create resources for each truck (Truck 1, Truck 2, Install Van, etc.)
3. Create resource groups linking crew members to each truck
4. When scheduling, assign the truck resource and all linked crew members are automatically assigned

Benefits:

• Faster scheduling—one assignment instead of selecting multiple crew members
• Ideal for stable crews that work together daily on the same vehicle
• Individual crew members still receive mobile app access for TRUE Field and TRUE Time
• Track vehicle utilization by scheduling trucks as resources

Split a single schedule into multiple separate schedules for multi-day projects or when different crews handle different phases.

1. Open the schedule record
2. Click Options → Split Schedule
3. Choose how to split (by days, by crew, by phase)
4. System creates multiple schedule records all linked to the same job or contract
5. Assign different resources to each split schedule as needed
6. Each crew sees only their portion of the work in mobile apps

Routes link multiple schedules together to create optimized travel sequences for crews with multiple stops.

When to Use Routes:

• Service crews with multiple appointments in one day
• Delivery drivers with multiple drop-off locations
• Sales reps with multiple site visits scheduled
• Any scenario where one resource has multiple sequential schedules

Creating a Route:

1. Select multiple schedules assigned to the same resource on the same day
2. Click Create Route action
3. System links schedules in optimal travel order
4. Route appears in mobile app with turn-by-turn navigation between stops
5. Crew can mark each stop complete and navigate to next location

If crews can't see schedules in TRUE Field mobile app, check these common issues.

Common Causes:

• Resource name mismatch: Resource name must exactly match user account name (case-sensitive)
• Date range issue: Schedule dates must include today or future dates (past schedules don't appear)
• No resource assigned: Schedule must have at least one resource assigned
• TRUE Field access disabled: Verify user account has TRUE Field checkbox enabled
• Mobile app not synced: Have user log out and back in to refresh data

Troubleshooting Steps:

1. Verify user account exists and has TRUE Field enabled (Gear → Users & Access)
2. Check resource name exactly matches user account name
3. Confirm schedule date range includes current or future dates
4. Verify resource is assigned to the schedule
5. Have user log out of TRUE Field app and log back in

If schedules created in TRUE don't appear in Calendar integration, check these settings.

Troubleshooting Calendar Sync:

• Verify Calendar integration is enabled for your account
• Check if status filters are hiding the schedule (uncheck all filters to see all schedules)
• Refresh Calendar view (click refresh icon or reload page)
• Verify schedule has a status assigned (schedules without status may not display)
• Check date range of Calendar view includes schedule dates

Drag-and-drop issues in Calendar are usually related to permissions or view settings.

Check These Settings:

• User permissions: Verify your user account has edit permissions for schedules
• Calendar view: Drag-and-drop works best in Week or Resource Pivot views (may not work in all view types)
• Browser issues: Try different browser or clear browser cache
• Schedule locked: Some schedules may be locked from editing (check schedule settings)
• Calendar integration version: Ensure you're running latest version of DayBack