Scheduling

1. 1Go to Calendar and click New event. In Month, click a day first and New event fills in that date; in Week or Day, click an open time slot to start right there.
2. 2Give it a title and pick a type: Consultation, Site Visit, Permit Submission, Inspection, Construction, Delivery, Walkthrough, or Internal.
3. 3Set the date, then either a start and end time or the All day switch.
4. 4Pick at least one assignee. An event with nobody on it is refused.
5. 5Link it to a project if it belongs to a job, and add a location and notes if they help.
6. 6Click Schedule. Everyone assigned gets an email right away, and when the work starts within the next week each of them is asked to confirm it with Got it.

There are eight: Consultation, Site Visit, Permit Submission, Inspection, Construction, Delivery, Walkthrough, and Internal. The type sets the icon and color on the calendar and decides what happens around the event. On a project-linked event, everything except Permit Submission and Internal shows to your customer in their portal under "What's coming up". Use Internal for anything the customer should never see.

Assignees are how the calendar knows whose day it is, on every plan. They drive the crew emails, the double-booking check, what each person sees on their own calendar, and on Basic and Pro the Crew view.

1. 1Open the event, click Edit, and click a teammate's initials to put them on the job. Click again to take them off.
2. 2Save. Anyone newly added gets the full event by email, and anyone taken off gets a note saying they are no longer on it.
3. 3Expect someone who has left the team to keep the events they were already on. They cannot be handed new work, and in the Crew view their lane is tagged Removed.

There are five views on Basic and Pro, and four on Starter, which has no Crew view. Month is a compact grid: each booked day carries a small colored marker (a dot for one event, a short bar for several), and clicking a day opens a panel listing that day's events. Week and Day are hour-by-hour timelines where each event is a block sized by its length, so a double-booking physically collides. Agenda lists the month you are looking at, day by day. Crew (Basic and Pro) is a one-day dispatch board with a lane per team member, so you can balance the day. Crew is hidden from crew-role members, who get the other four; everyone else on Basic and Pro sees all five.

1. 1Use the arrows to move by month in Month and Agenda, by week in Week, and by day in Day and Crew.
2. 2Click Today to jump back to the current date in any view.

The Crew view is part of Basic and Pro. It is a one-day dispatch board with a lane for each team member. Every lane carries a utilization meter that totals booked hours against a full day, so a slammed person and a free one both read at a glance. Events sit as blocks along the hours, overlaps stack, conflicts ring red, and a vertical line marks the current time. Drag a block onto another lane to hand the job to that person, or click an open stretch of a lane to book new work for them. Crew-role members do not get this view; everyone else does.

Dragging works in the Week and Day views, and in Crew on Basic and Pro; Month is now a day picker, not a drag surface. The length of a job never changes when you drag. Everyone assigned gets an email showing exactly what moved, and subscribed calendars pick it up within about an hour. For work in the next week, each of them is asked to tap Got it, and the event shows you who has. A drag does not ask why it moved: to record a reason, open the event and edit it instead.

1. 1In Week, drag a block onto another day column to change its date. In Week or Day, drag it up or down to change its start time, snapping to the nearest 30 minutes.
2. 2On a phone, press and hold a block for a moment to pick it up in Week or Day, since a quick swipe scrolls the grid.
3. 3In Crew, drag a block onto another team member's lane to hand the job to them. The day and time stay put, and the rest of the crew stay on it.
4. 4All-day jobs do not drag in Week or Day. Open the event and edit it to move the date or change who is on it, or on Basic and Pro reassign it in the Crew view.
5. 5Confirm when Managolio asks before moving a job that has already finished. That changes the record of when the work was done, so it checks first.

You can change any event you created. Owners and Operations Managers can change any event in the company. Everyone else opens someone else's event read-only, and Crew are read-only across the whole calendar.

1. 1Open the event and click Edit to change it, or Delete to remove it. For work that has not finished, Delete asks why it is being cancelled (optional), and everyone who was on it is told. Deleting cannot be undone, but the job’s timeline keeps what the event was, who cancelled it and why.
2. 2Restore the project first if the event is linked to an archived job. Archived jobs are read-only.
3. 3Click Save a second time if the first is refused because a teammate changed the event while you had it open. The second save overwrites their version.

A conflict is one person on two events whose times overlap. Two different people at the same hour is not a conflict, and neither are back-to-back jobs where one ends exactly as the next begins. Conflicted events carry a red outline in every view. A strip across the top of the Calendar lists each unresolved clash, names who is double-booked, and gives you a Review button that opens the later event to fix it. The same count shows on your dashboard under Needs Attention.

Adding, editing, rescheduling or cancelling an event emails the people assigned to it immediately. A change email lists only what actually moved, old value then new (Wed, Aug 6, 2:30 PM → Thu, Aug 7, 9:00 AM), and the reason when one was given. Someone just added gets the whole event instead of a diff, and a save that changes nothing sends nothing. When the work starts within the next week, the email’s button is Got it: it opens a page showing the change with one Got it button, which tells the office they have seen it (opening the page alone confirms nothing). The job’s project manager and whoever booked the event see the change in Managolio instead of by email.

1. 1Turn these off per person under Settings → Notifications → Event added or changed.
2. 2Turn on Settings → Notifications → Upcoming jobs & events for a daily summary of what is on the calendar in the next 48 hours.

When an edit moves the time of work that has not finished, changes who is on it, or changes its place, the event asks “Why did it change?” with quick picks: Weather, Prep not done, Customer, Crew out, Inspector, or Other with a short note. It is optional and never holds up the save. The reason goes into the email, each person’s notice and the job’s timeline. Delete asks the same question.

Open an event to see its Confirmed list: each person on its latest change, with a tick and the time they tapped Got it, or “not yet”. Below it, History lists every change to the event, newest first: what moved, the reason, who made it, and how many confirmed. If anyone has not confirmed a change to work starting in the next 48 hours after 30 minutes, it shows on your Dashboard under Needs Attention, so someone can call. Confirming never blocks anything.

For a customer-facing visit linked to a project (Consultation, Site Visit, Inspection or Walkthrough), Managolio emails your customer about a day ahead, on your business clock, with a secure link into their portal. Replies come back to your company email rather than a no-reply address, though a reply does not move the appointment. It is on by default and goes out once per appointment.

1. 1Turn it off under Settings → Customer emails → Appointment reminders.
2. 2Move or cancel the visit as normal once a customer has had a reminder. They are emailed the correction automatically.
3. 3Take care retyping a visit to something the customer is not present for (Construction, Delivery, Permit Submission or Internal). That reads to them as a cancellation.

The feed is read-only and one-way: your Managolio schedule appears in your calendar app, and edits you make over there never come back. It holds the last 90 days and the next 18 months of your schedule. The link is yours alone and carries only the events you are allowed to see, so keep it private.

1. 1On the Calendar page, click Sync.
2. 2Copy the feed link, or click Add to Apple Calendar to hand it straight to Apple.
3. 3Apple Calendar: File → New Calendar Subscription, paste the link, and set Auto-refresh to Every 15 minutes.
4. 4Outlook: Add calendar → Subscribe from web, then paste the link.
5. 5Google: Other calendars → From URL, then paste the link.
6. 6Changes reach a subscribed calendar within about an hour, plus however long your calendar app waits between refreshes: Apple as often as you set, Google and Outlook every few hours on their own schedule. For instant updates use the Calendar page, and use Download .ics for a one-off snapshot of the schedule as it is right now.
7. 7Your link stops working within about an hour when you change or reset your password, confirm a new sign-in email, or choose Reset link under Sync. Your calendar app shows no error when the link stops, it just stops getting new events, so copy the new link from Calendar → Sync and subscribe with it in place of the old one. Signing out everywhere leaves it working.

On Basic and Pro, crew-role members see only the events they are personally assigned to, on the Calendar page, in their daily summary, and in their subscribed feed. Sales and office events never reach them. Owners, Operations and Estimators see the whole company calendar. When work on their schedule changes, it appears at the top of their Dashboard under What changed with a Got it button, and in their alerts bell.

Scheduling an event against a project nudges that job along, so the tracker keeps up without extra clicks. A Site Visit, Construction, Delivery or Walkthrough moves it to Scheduled, and on jobs that use those stages a Permit Submission moves it to Permitting and an Inspection moves it to Inspection. It only ever moves forward, and it never touches a job that has reached Complete, Warranty or Archived. Consultation and Internal events leave the stage alone.

1. 1On a project, use the Schedule quick action. It opens the same event dialog with the job already linked and locked in.
2. 2On a permit, use Schedule inspection to book an Inspection against that project in one step.
3. 3On a warranty claim (Basic and Pro), book the visit from the claim. It creates a Site Visit named "Warranty visit: <claim title>", and the claim's visit date follows that event if you move or delete it.

Every event is composed and shown on your business clock rather than on whatever device booked it, so the crew email, the customer reminder and the calendar feed all name the same hour. Set it in Settings → Business profile → Business timezone. When your device sits in a different zone, the event dialog tells you which zone the times are in. All-day events are held as 8:00 AM to 5:00 PM on that same clock.