Calendar

The ContractorScope AI calendar keeps your schedule organized and connected to your work. Appointments, site visits, service calls, and follow-ups all live here — linked to the contacts and projects they belong to so you can jump directly to the related record from any event.

Mobile Access

Access your calendar from any phone or tablet browser. Create events, check your schedule, and get directions to job sites — all from the field. The calendar automatically adjusts to your screen size.

Opening the Calendar

Click Calendar in the left navigation. The calendar opens in your last-used view.

Calendar Views

Use the view selector in the top-right corner to switch between views.

Month View

Shows all events for the current month in a traditional calendar grid. Best for a high-level overview of how busy the month is and spotting scheduling gaps.

Click any day to see a summary of that day's events. Click any event to open its details.

Week View

Shows a seven-day column layout with hourly time slots. Best for planning your week in detail and spotting time conflicts.

Day View

Shows a single day with hourly time slots. Best for detailed scheduling on busy days or when coordinating multiple crew members.

Agenda View

Lists upcoming events in chronological order — a simple, scannable list without a grid layout. Best for quickly checking what is coming up over the next few days or weeks.

Navigating the Calendar

• Today button — Jump back to the current date in any view.
• Back / Forward arrows — Move backward or forward one period (one month, one week, or one day depending on the current view).
• Date picker — Click the displayed date range to open a mini calendar and jump directly to any date.

Creating an Event

Click New Event in the top-right corner, or click directly on a time slot on the calendar grid.

Event Fields

Field	Description
Title	A short label for the event (for example, "Site visit — Smith Residence").
Event type	Site Visit, Appointment, Follow-up Call, Service Call, Meeting, Other.
Date and time	Start and end date/time. Check All day for events that are not time-specific.
Location	The address where the event takes place. Pulled from a linked contact or project if available.
Contact	Link the event to a contact from your Contacts & CRM.
Project	Link the event to a project from Projects.
Attendees	Add teammates from your company and enter external email addresses to invite.
Assigned to	The team member responsible for this event.
Notes	Any details or instructions relevant to the event.
Reminder	Set one or more reminder notifications (see below).

Click Save Event to add it to the calendar.

note

Attendees can be changed at any time. Add teammates and invite external email addresses when you create an event, and change the list later just as easily — open the event, click Edit, then check or uncheck teammates and add or remove invited email addresses. Each invited address appears as a chip with an × to remove it. Your changes save with the event; there is no need to delete and recreate an event to fix who is attending.

Two things behave a little differently:

• Attendees added by an external calendar or by the AI assistant are shown as read-only "synced" entries. They appear in the list so you can see who is on the event, but they have no remove × — change those on the calendar or in the tool they came from.
• A teammate who has left your company still shows on the event, labeled Former member, so the history stays accurate. You can uncheck them if you no longer want them listed.

tip

Always link events to a contact and project when one exists. This way, when you open a contact or project record, you can see all scheduled events for that job without digging through the calendar manually.

Linking Events to Projects and Contacts

When you link an event to a contact or project, the event appears in that record's activity feed and in the relevant tabs. This works both ways — you can create events directly from contact and project records.

Creating an Event from a Contact

1. Open the contact in Contacts & CRM.
2. Click Add Event in the activity feed, or open the Activity tab and click Schedule Event.
3. The contact is pre-linked. Fill in the remaining fields and save.

Creating an Event from a Project

1. Open the project in Projects.
2. Click the Activity tab.
3. Click Schedule Event.
4. The project and its associated contact are pre-linked. Fill in the remaining fields and save.

Service Agreement Visits

When a Service Agreement is active, its scheduled visits appear on your calendar automatically — you do not need to create them manually. They are linked to both the agreement and the associated contact.

Scheduling Reminders

Reminders send you a notification before an event so you are never caught off guard. Each event can have multiple reminders.

Setting a Reminder

When creating or editing an event:

1. Click Add Reminder in the event form.
2. Choose when to be reminded: 15 minutes, 30 minutes, 1 hour, 2 hours, 1 day, or 2 days before the event.
3. Choose the notification method: In-app notification, Email, or both.
4. Add more reminders by clicking Add Reminder again.

Managing Notifications

You can manage how notifications are delivered in Settings → Notifications. Set your preferred default reminder time so new events always pre-populate a reminder without you having to set it manually each time.

info

If you have multiple team members on the account, each person receives reminders only for events assigned to them or events they created.

Color Coding and Filters

Each event type has a default color on the calendar grid:

• Site Visit — Blue
• Service Call — Green
• Appointment — Purple
• Follow-up Call — Orange
• Meeting — Teal

You can change these colors in Settings → Calendar Colors.

Filtering the Calendar

Use the Filter panel on the left side of the calendar to show or hide:

• Event types — Show only site visits, or only service calls, etc.
• Team members — Show only your events or a specific team member's events.
• Linked project — Show only events for a specific project.

Filters are especially useful in week and day view when you have a lot going on and want to focus on one thing at a time.

Managing Existing Events

Editing an Event

Click any event on the calendar to open its details. Click Edit to make changes. All changes save immediately.

Rescheduling by Drag and Drop

In day and week view, you can reschedule an event by dragging it to a new time slot. Drag the bottom edge of an event block to extend or shorten its duration.

warning

Dragging a service agreement visit to a new time updates the calendar event but does not update the agreement's service schedule. If you reschedule a recurring service visit permanently, open the agreement in Service Agreements and update the schedule there.

Deleting an Event

1. Click the event to open its details.
2. Click Delete.
3. Confirm the deletion.

Deleted events are removed from the calendar but a note is added to the linked contact and project activity feeds.

Team Calendar

If your account has multiple team members, you can view everyone's calendar on the same screen.

1. Open the calendar.
2. Click Team View in the view selector.
3. Each team member appears in their own column (in day or week view) or with their own color code (in month view).

Team view makes it easy to schedule jobs without double-booking crew members or spotting who has availability on a given day.

tip

Use team view during your weekly planning session to see who is scheduled where and make sure no one is overloaded. It is also useful when a customer calls for a same-day or next-day visit — you can see who is closest and has time.

Google Calendar Sync

Direct two-way sync with Google Calendar (the Connect Calendar flow in Settings → Integrations) is not available on customer accounts yet — it is in closed internal testing while ContractorScope AI completes Google's security review for that level of calendar access. It will switch on for everyone, with no reconnecting or re-setup needed on your part, once that review is approved.

In the meantime, everything you create in ContractorScope AI still lives on your in-app calendar, and the AI phone assistant still checks it (plus anything you've added under Settings → Voice Assistant → Additional calendars, see below) before booking an estimate, so it still won't double-book you.

The AI won't double-book you — and it won't invent a time either

When the AI phone assistant books an estimate, it checks your real availability first and reserves the slot — so it never double-books. If the time the caller wants is already busy it offers other open times instead, and if one of your calendars can't be reached it politely declines to commit to a time rather than guessing at one.

You do not need Google Calendar connected for this to work. With no external calendar connected, the assistant books against your in-app ContractorScope AI calendar plus the working hours in Settings → Company Profile, and still refuses to double-book anything already on it.

If callers tell you the assistant wouldn't book them, check these three things in order:

1. Working hours (Settings → Company Profile) — the assistant only offers times inside them.
2. Minimum notice (Settings → Voice Assistant → Booking rules) — the default is 2 hours. If it is set to 24, nothing today or tomorrow morning will be offered.
3. Any calendar you added below — if one of them has stopped responding, the assistant declines rather than risking a double-booking. Remove or re-add a calendar that is no longer valid.

A calendar feed is available as a Google-account-free option

A read-only "subscribe by URL" calendar feed lets you see your ContractorScope AI schedule inside Google Calendar, Apple Calendar, or Outlook without connecting a Google account at all. Find it under Settings → Integrations, in the Subscribe to your calendar card: copy the URL and add it to your calendar app as a subscribed calendar. You can rotate the URL at any time, which immediately stops the old one from working.

This runs alongside direct Google sync rather than replacing it — pick whichever you prefer.

Adding Other Calendars for the AI Phone Assistant

Even with Google Calendar sync off, you can still tell the AI phone assistant about other calendars so it treats them as busy time when booking estimates. This is separate from the sync above and is unaffected by it.

1. Open Settings → Voice Assistant and scroll to Additional calendars.
2. Choose the calendar type and paste in its ID or feed URL:

Type	What to paste	Where to find it
Google Calendar	Calendar ID	Google Calendar → Settings → select the calendar → Integrate calendar → Calendar ID
Microsoft Outlook	iCal feed URL	Outlook.com → Calendar → Settings → Shared calendars → Publish calendar → ICS link
Apple iCal	iCal feed URL	iCloud Calendar → Share → Public Calendar → copy URL
Calendly	iCal feed URL	Calendly → Integrations → iCal feed → copy URL
Other	iCal (.ics) feed URL	Any calendar provider that publishes one

Read-only

Calendars added this way are checked for busy/availability only — the assistant can't create or edit events on them. Booked estimates land on your in-app ContractorScope AI calendar.

Choosing which calendars count as "busy"

Once you have more than one calendar attached, Settings → Voice Assistant → Booking rules lets you narrow what the assistant treats as busy time:

• Which calendars should we check for conflicts? — leave every box unchecked to check all connected calendars (the default and the safe option). Tick specific calendars if only some of them represent real unavailability. Your own booking calendar is always checked, so the assistant can never double-book the calendar it writes to.
• Also check team members' personal connected calendars — on by default. With it on, an estimate rep's own connected calendar events block that rep's estimate slots, so the assistant won't offer a time when they're already busy with something personal.

Multiple reps means multiple appointments per slot

If you have more than one estimate rep, the assistant can offer the same time to a caller as long as at least one rep is genuinely free then. One rep being booked at 10am no longer blocks 10am for the whole company.

Frequently Asked Questions

Can I print my schedule for the week? Yes. In any view, click the Print button in the top-right corner. The calendar renders a printer-friendly version of the current view.

Can I attach files to a calendar event? Events themselves do not have file attachments. Attach files to the linked project or contact record instead — they are accessible from the event's linked records.

Can customers schedule appointments directly? Customer-facing scheduling (where a customer picks an available time slot) is on the roadmap. For now, coordinate availability directly with the customer and create the event in ContractorScope AI.

What time zone does the calendar use? The calendar uses the time zone set in Settings → Company Profile. If your team members are in different time zones, each member's events display in their own local time zone as set in their user profile.

Next Steps

With your calendar configured, explore these related features:

• Dispatch Board — Assign and schedule jobs visually across your team.
• Projects — Link calendar events to active projects to keep everything in one place.
• Contacts & CRM — Schedule follow-up appointments directly from a contact record.