Workshop-to-Site Scheduling

Keep workshop production and site crews locked in step so jobs land on time and crews are never left waiting.

52 hrs

Time saved/month

Companies have mapped

About This Automation

Workshop-to-site scheduling involves coordinating job readiness, crew availability, and customer site access windows to confirm installation dates. Manual coordination creates bottlenecks through email chains, calendar conflicts, and repeated follow-ups that delay crew notification and site work.

Automation monitors job completion status, checks all crew calendars simultaneously, identifies conflict-free installation dates, and notifies crews and customers in a single coordinated action. The result is same-day scheduling confirmation and zero double-booking incidents.

Key features

Monitor job completion status and automatically trigger scheduling workflows when jobs are ready for site installation

Check crew availability across all calendars in real time to identify conflict-free installation windows

Propose installation dates that satisfy customer site access requirements and crew constraints without manual negotiation

Assign crews and update all calendars and tracking records in a single action

Send coordinated confirmation emails to crews and customers with site details and special instructions

Post scheduling updates to team chat to ensure visibility across workshop and site teams

How The Automation Works

The full workflow, from trigger to completion.

1. Job Ready for Installtrigger

Trigger fires when a job status changes to ready for installation in the workshop tracking system.

2. Extract Job and Site Details

Retrieves job specifications, customer site access window, and installation constraints from the tracking spreadsheet and customer record.

3. Query Crew Availability

Checks all crew members' availability against the site access window and identifies conflict-free date options.

4. Propose Schedule to Crew

Sends a single email to the assigned crew lead with the top 3 available dates and requests confirmation within 4 hours.

5. Update Tracking and Calendars

Once crew confirms, updates the workshop tracking spreadsheet with the confirmed date and crew assignment, then adds the job.

6. Notify Team

Posts the confirmed installation schedule with job details, crew assignment, and site access notes for team visibility.

7. Send Confirmation Email

Sends a single confirmation email to crew and customer with the final installation date, time, and any special instructions.

4 reasons to map this process

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78 hrssaved/month

13times mapped

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Frequently asked questions

Everything you need to know before mapping this process.

My process is slightly different from this. Can I customize it?

This template is a starting point based on how other businesses handle this type of work. When you map your process, you describe exactly how your team does it and the automation is built around your workflow, not a generic template.

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Estimated Time Saving

52hrs/month

Process pain:8.2/10

Mapped by:6 Companies

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