Overview
The Schedule Engine (Legacy) Whiteboard is a tool that allows you to easily configure and customize your capacity across different services and zones from the Schedule Engine Dashboard.
Note: This feature applies only to the legacy Schedule Engine. ServiceTitan customers are encouraged to transition to Scheduling Pro, an upgraded tool designed to replace Schedule Engine on your website and provide a seamless booking experience.
Who uses this feature
Administrators, Office Employees, Managers, Technicians, Customer Service Representatives (CSRs), Dispatchers
Applies to all business types
Things to know
The Schedule Engine Whiteboard is a capacity tool for non-integrated versions of Schedule Engine or “one-way” integrations only.
If you are using a “two-way” integration (tech-sensitive capacity), Adjustable Capacity Planning (ServiceTitan only), or SuccessWare’s TCM, the Whiteboard is not available as an option.
Access the Whiteboard
The Whiteboard can be enabled during your initial setup.
If you are non-integrated or only using one-way integration, talk to your Onboarding Specialist to learn more.
If you are already actively using Schedule Engine and are interested in Whiteboard, please contact Technical Support on your dashboard or at support@scheduleengine.com.
When enabled, the Whiteboard link appears in the navigation bar of the dashboard, accessible by logging in at provider.scheduleengine.net.
When you click the Whiteboard icon, the Whiteboard opens in a separate tab. From there, you can view or modify your capacity with the Whiteboard tool.
View the Whiteboard
The Whiteboard allows you to manage your capacity using a number of different controls:
Buffers, Blocked Dates, and Availability Windows: Time slots that are currently affected by your Advanced Scheduling settings in the dashboard are blocked out, since these would be unavailable to your customers. Hovering your mouse over these slots populates a tooltip message letting you know whether a buffer, blocked date, availability window, or some combination of those throttles is affecting the time slot.
Groups: Create, edit, or delete any number of groups which can house multiple boards. You can organize these by service area, trade, technician, or any other method you prefer. You can rename or delete any groups by clicking the Actions button, or add a new group using the Add Group button.
Add a Whiteboard: Select the Pencil icon to open Whiteboard Configuration where you can configure the following information:
Add a time slot: Add more slots to the configuration for this Whiteboard.
Name: Choose the name of the board as it will appear on the Whiteboard page.
Active Days: Choose which days of the week this service or services are available.
Time Slot label: Choose how the label appears in the scheduler for your customers.
Start and End times: Control when the slot starts and ends, or choose No Time to create a general/all-day label.
Default capacities: Choose the number of available appointment slots for each day.
Same capacity: Choose the number of available appointment slots for every day of the week that this slot is available.
Unique capacity: Create specific capacity for this time slot based on the day of the week.
From here, you can set up your coverage using the Location Coverage and Service Coverage dropdowns. These allow you to select the locations and types of services this Whiteboard should apply to.
Other controls and features
Board controls: Each board can be edited, deleted, or copied after creation using the icons on the Whiteboard name line.
Batch Update Capacity: This feature allows you to quickly add capacity up to a certain date, or remove all capacity beyond a certain date. This provides a quicker way to add capacity as an alternative to clicking the navigation arrow to “seed” capacity week to week, and provides a way to remove availability from your board.
Edit Capacity: Hover over a time slot to manually add or subtract appointment slots using the + and - buttons.
Availability History: Hover over a time slot and then click the History button in the top-right corner to view the history of all edits for that time slot.
Navigation Arrows/Seeding New Appointments: The left and right navigation arrows allow you to move between the current, previous, and next seven days of configured capacity. When the arrow has a + button, it means that clicking it will seed new availability for the next seven days according to your setup rules.
Note: The Whiteboard does not automatically add capacity to future dates; you must do this yourself by using this feature. Therefore, it is important to frequently visit your Whiteboard to add capacity and adjust your settings as needed.
Batch Add/Remove Capacity: Select the +/- icon in the corner of a Whiteboard to quickly add capacity up to a certain date or to remove all capacity beyond a certain date. This provides a quicker way to add capacity as an alternative to clicking the navigation arrow to “seed” capacity week-to-week and provides a way to remove several days of capacity at once.