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.
- 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 time, pick the property (clients can have several), and assign one or more team members. Double-booking is caught on the Scheduler: dragging a visit onto a team member who is already busy at that time pops a warning and asks whether to schedule anyway.
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 |
|---|---|
| Pending / Scheduled | Booked, not yet confirmed |
| Confirmed | Client confirmed the appointment |
| Dispatched | Tech is on the way |
| In Progress | Work started |
| Completed | Done |
| Cancelled / No Show | The messier endings, both recorded, both reversible by editing the status |
Run the whole visit from one modal
Opening a visit gives you one-tap actions that walk the lifecycle: Let's Go! to dispatch, Start Visit when work begins, and Complete when it wraps. Client ghosted you? No Show. Plans changed? Cancel visit, 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.
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.
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?