What you will accomplish

• Find the correct event on Schedule.
• Change the time, assignee, vendor, duration, notes, or status when plans shift.
• Use Open Event for floor work (photos, checklists)—see Run event workflow from Schedule.
• Save changes so everyone sees the same updated plan.

Use this guide when a scheduled event is still happening, but some details need to change.

Common examples:

• A customer asks for a later pickup time.
• A staff member is out, so the event needs a new assignee.
• The appointment will take longer than expected.
• Notes need to be clearer for the team.
• A vendor should be attached to the event.

Before you start

• Open Schedule.
• Find the event you want to change. If you are unsure how to find it, see Find and filter scheduled work.
• Confirm you are editing the correct customer, vehicle, and event type — not a similar-looking event nearby.
• Know the new time, assignee, vendor, duration, or notes before saving.
• If the customer has already been notified, be extra careful with time changes — the customer may receive an updated notification.

Change status from the event panel (without opening Edit Event)

For quick updates, use the status control at the top of the event detail panel (next to the event title).

1. Click the event

   Open the event on Schedule.

2. Open the status menu

   Click the current status label (for example Scheduled or In Progress).

   Expected result: A list of allowed statuses appears, such as To Do, In Progress, Complete, or custom names your team configured.

3. Pick the new status

   Choose the status that matches reality right now.

   Expected result: The event updates on the calendar and on the Progress board. Some changes may ask you to confirm before saving.

Open the linked workflow with Open Event

Some events show Open Event on the detail panel. That button opens the full workflow (photos, checklists, vehicle status)—not just the calendar plan.

For step-by-step help with photos, checklists, and marking work complete, follow Run event workflow from Schedule.

Open the event details

1. Find the event

   Use the calendar, search field, filters, table, or progress view to find the event. Each event appears as a colored block on the calendar with the event type name and vehicle or customer visible.

2. Click the event

   Click the event card or row.

   A details panel opens showing the Scheduled for date and time, event type, customer, vehicle, assignee, duration, and notes.

3. Confirm this is the right event

   Before editing, check the event type, customer or vehicle name, and date. This prevents accidentally changing the wrong appointment. If you have multiple events for the same customer, look at the time and notes to confirm.

Edit the event

1. Click Edit Event

   In the event details panel, click Edit Event. The form fields become editable.

2. Change the date or time if needed

   In the When section, choose the new date and time.

   This is the main rescheduling step. A time change updates the event block on the calendar so the whole team sees the new plan immediately.

3. Adjust the duration if needed

   Use the Duration choices, such as 15m, 30m, 1h, 1.5h, or 2h.

   If the standard choices do not match the work, use Custom and enter the number of minutes. The event block on the calendar will stretch or shrink to match the new duration.

4. Change the Event Type only when the work is different

   If the appointment was created under the wrong event type, choose a better one.

   Only change the event type when the work itself is different. For example, change Other to Vehicle Pick Up if that is what is actually happening. Changing the type may change the event's color on the calendar.

5. Choose Assigned to

   If you are an admin, use Assigned to to choose the responsible team member or outside partner.

   Leave it Unassigned if the team will decide later. Assigning someone ensures the event appears when they use Assigned to me.

6. Update Notes

   Add or edit notes so the team understands the change.

   Example: "Customer requested 3:00 PM instead of 1:00 PM. Please call on arrival."

   Good notes explain the current plan, not the old plan. The next person reading the notes should know exactly what to do.

7. Click Save Changes

   Click Save Changes.

   The event details panel closes and the schedule updates with the new information. The event block moves to its new position on the calendar if the time changed.

Reschedule by dragging on the calendar

When you are in Calendar view (1 Day, 3 Day, 5 Day, or Month), you can move an event to a new time by dragging it—helpful when a customer calls and says “Can we do 3 PM instead of 1 PM?”

1. Switch to Calendar view

   Open Filters & Settings, choose Calendar, and pick a day range where you can see the event clearly (many teams use 3 Day or 5 Day).

   Expected result: Events appear as colored blocks on a time grid.

2. Drag the event block

   Click and hold the event you want to move, then drag it to the new time slot on the same day (or another day in the visible range).

   Why this matters: Dragging is faster than opening Edit Event when only the time is changing.

3. Confirm the move

   A window titled Confirm event move appears. Read the new date and time, then click Confirm move.

   Expected result: The event block stays in the new slot and the detail panel shows the updated Scheduled for time.

Invoice or quote on the event (when your team uses billing)

Some visits show a Billing section in the event detail panel (below Notes) when an invoice or quote is linked to that appointment.

• You may see the invoice or quote status (for example open, paid, or draft) and a link to open it in Payments.
• On the calendar, a small colored dot on an event block can mean billing needs attention—paid is often green; open or draft is often yellow.
• If nothing appears, your team may not bill from that event type yet. See Create an invoice or ask your billing manager.

What changes can affect customers

What success looks like

After saving:

• The event appears at the new date and time on the calendar if it was rescheduled.
• The event details show the updated assignee, vendor, duration, event type, or notes when you click on it.
• The team can rely on the schedule without needing a separate message or spreadsheet to know about the change.
• If notifications are enabled, the customer receives the correct update about the new time.

Common mistakes to avoid

Troubleshooting

Edit one date in a recurring series

If the event repeats, saving a time change may open a question about the whole series.

1. Read the prompt carefully

   After you click Save Changes, a window titled Edit recurring event may appear. It asks whether to change Only this event or All events in the series.

   Expected result: You understand how many future appointments will move before you confirm.

2. Choose Only this event for one-off changes

   Use this when one customer visit moved but the rest of the repeat pattern stays the same.

   Example: This Tuesday's detail moved to Wednesday, but every other Tuesday stays put.

3. Choose All events in the series only when the pattern changed

   Use this when the repeat rule itself is wrong (wrong day of week, wrong end date, wrong time for every future visit).

For creating the repeat pattern in the first place, see Create recurring appointments.

What to do next

If the event is no longer happening, do not just move it out of the way. Follow Cancel or delete a scheduled event so the schedule history stays clear and accurate.