Schedule and manage a non-job event on the Daily and Weekly Dispatch Board

Overview

Schedule non-job events to block off time on your technicians' calendar. Non-job events can be one-time only or recurring and last up to a full day. You can determine if the event will be paid or not based on the timesheet code you select when creating the event.

Note: If these instructions don't work for you, you may still be using the previous version of this feature. See Schedule and manage non-job events for more information about that version.

Things to know

• When you set up timesheet codes for non-job events, make sure to specify whether the event is paid or not.

• For non-job events that shouldn't affect payroll, deselect Needs a Timesheet?. In addition to not showing up in payroll reporting, non-job events created without a timesheet won't appear on technician timesheets, the Schedule Board calendar, Dispatch Pro, Schedule Assistant, or ServiceTitan Mobile.

• If you want non-job events without a timesheet to display for the technician in ServiceTitan Mobile, select Visible to Technician when creating the non-job event.

• If a technician has an overlapping job appointment timesheet and a non-job event, they can't be double-paid. They're only credited for the non-job event.

• If you use Technician Clock I/O, you can configure timesheet codes so technicians must be clocked in to receive credit for a non-job event. To do this, select Exclude from reports if technician fails to clock in when creating the non-job event timesheet code.

Use cases

Common events you can use for non-job events include:

• Training sessions

• Company meetings

• Vacation

• Paid time off (PTO)

• Parts runs

Schedule a non-job event

1. Go to the navigation bar and click Dispatch.

2. On the Dispatch Board, click a technician's timeline within the time slot when you want to schedule the event and click Book a non-job event.

3. In the Non-Job event side panel that opens, enter an Event Name.

4. From the Technicians dropdown, select additional technicians or update the current technician, if needed.

5. In the Date field, use the calendar to select the date for the non-job event.

6. In the Start Time and End Time fields, set the beginning and end time for the event.

   Tip: Select All day if the event lasts the entire day.

7. From the Repeat dropdown, choose how often the event should repeat.

   Tip: Click Custom and, on the Custom recurrence pop-up, use the fields to set your preferred recurrence schedule.

   

8. Add the address for the non-job event:

   1. Click Add and verify address.

   2. On the Edit Address pop-up that opens, enter the address.

   3. Click Verify Address to verify the address with Google.

   4. When finished, click OK.

9. Select Include in scheduling and dispatching capacity if you want this resource to be considered in capacity calculations for scheduling and dispatching.

   Note: This option is available to any office employee with ACP, AdCap, and/or Dispatch Pro enabled.

10. Select Show in mobile app if you want the event to appear on mobile for the technician.

11. Select Clear this from technician's calendar once event is over to automatically remove it from the technician's view after it ends.

12. Select Clear this from Dispatch Board once event is over to automatically remove it from the board when completed.

13. In the Description field, enter any additional details about the event.

14. When finished, click Save.

On the Dispatch Board, you can see non-job events:

• Completed events have a Check

• Upcoming events have a Bookmark

Edit or delete a non-job event

1. Go to the navigation bar and click Dispatch.

2. On the Dispatch Board, click the non-job event you want to update or delete.

3. On the non-job event side bar that opens, in the Non-Job Event Information tab, click Update Event.

4. Update the information as needed, then click Save.

   Tip: To track who changed a non-job event or what was changed, click the Audit Trail tab. For more, see View and manage the Audit Trail for non-job events.

5. To delete the event, click Delete Event.

6. In the Delete this non-job event? confirmation pop-up, click OK.

If you make edits or delete a recurring non-job event, a pop-up opens with options on how you want the changes to affect recurring events:

• This event: Changes only affect this single event.

• This and following events: Changes affect this and future events.

• All events (past / present / future): Changes affect all events, including past events. Editing the duration affects completed events on previous timesheets.

Update a recurring non-job event

1. Go to the navigation bar and click Dispatch.

2. On the Daily or Weekly Dispatch Board, click the non-job event with multiple technicians you want to update.

3. On the Non-job event flyout that opens, click Update Event. The Edit or Delete recurring event pop-up opens.

4. From the Technician dropdown, select a specific technician to apply the updated recurring event to.

   Tip: Select the Select All option if you want to apply the update to all technicians.

5. Select which events the change applies to from the following options:

   1. This event

   2. This and following events

   3. All events (past/present/future)

6. When finished, click Save.

7. On the non-job event edit flyout that opens, make the necessary updates and click Save

8. To view the changes in the Audit Trail, click the non-job event you updated.

9. Click the Audit Trail tab, then click Expand Audit Trail.

10. On the Audit Trail screen, click View original series to open a detailed view of the recurring event history, including the original source event and all linked series changes.

    

View and manage the Audit Trail for non-job events

1. Go to the navigation bar and click Dispatch.

2. On the Dispatch Board, click the non-job event you want to view and manage the audit trail for.

3. On the non-job event side bar that opens, click the Audit Trail tab

4. Review audit trail details:

   1. Created On: The date the non-job event was created.

   2. Last Modified On: The most recent date and time the event was updated.

   3. Modified By: The employee who made the latest change.
      

5. Scroll the table to view more entries or click Expand Audit Trail to see the full history:

   • Date & Time

   • Name

     Note: The system displays the employee name associated with the tenant user account, making audit trail information easier to identify and understand.

   • Action

   • Field

   • Before

   • After

     

   1. On the audit trail table, use the predefined Date, Username, and Action filters to quickly find specific changes.

      

      Or,

   2. Create a custom filter:

      1. Click Filter, the filter panel opens.

      2. Select Date, Username, and/or Action to narrow your search.

      3. Click Apply to view filtered results.

      4. Click Clear Filter to remove all filters and return to the full list.

Complete a non-job event

1. Go to the navigation bar and click Dispatch.

2. On the Dispatch Board, click the non-job event you want to complete.

3. On the non-job event side bar that opens, in the Non-Job Event Information tab, click Complete Eventto complete the event.

4. On the Complete event pop-up that opens, click Ok.

Want to learn more?

• Visit ServiceTitan Academy and enroll in Dispatching Basics

• See Clock technicians in and out from the Dispatch Board