Arrival windows tell clients your team will arrive within a range of time instead of at an exact start time. Use them when route conditions, drive time, or job length can shift the arrival time.
Set default arrival windows
Default arrival windows are managed in work settings.
Review arrival window settings in Settings.
Common duration options include:
- None.
- 15 minutes.
- 30 minutes.
- 1 hour.
- 2 hours.
- 3 hours.
- 4 hours.
The default applies to active jobs created after the setting is changed. Existing jobs can be edited individually.
Arrival window style
Choose how the window is calculated from the scheduled start time.
Common styles include:
- Add window after start time: A visit scheduled for 9:00 AM with a 2-hour window shows 9:00 AM to 11:00 AM.
- Center window around start time: A visit scheduled for 9:00 AM with a 2-hour window shows 8:00 AM to 10:00 AM.
Choose the style that matches how your team communicates with clients.
Set arrival windows on a job
When creating or editing a job, review the schedule section and adjust the arrival window for that job.
Add:
- Visit date.
- Start and end time.
- Arrival window duration.
- Arrival window style.
Arrival windows are set at the job level and apply to the job’s scheduled visits.
Update arrival windows on an existing job
To update arrival windows:
- Open Jobs.
- Select the job.
- Open scheduled visits.
- Edit all incomplete visits.
- Update the arrival window.
- Save the changes.
Review the schedule afterward so dispatchers understand the client-facing timing.
View arrival windows on the schedule
The schedule shows the visit timing your team works from. Arrival window details are visible when opening the visit details.
Open Schedule, select a visit, and review the details before communicating with the client.
Message templates
Arrival windows should appear in client-facing messages when clients need to know when to expect the team.
Use Email Templates to include arrival window details in:
- Booking confirmations.
- Visit reminders.
- Job reminders.
- Schedule updates.
Review older templates so they do not promise an exact time when the job uses an arrival window.
What clients see
Clients can see arrival windows in:
- Client-facing appointment details.
- Booking confirmation emails.
- Booking confirmation text messages.
- Visit reminder emails.
- Visit reminder text messages.
Use plain language, such as “Our team will arrive between 9:00 AM and 11:00 AM.”
Arrival windows in mobile workflows
When jobs are created or reviewed from a mobile workflow, confirm the start time, end time, and arrival window before saving.
Field teams should use the schedule time internally while client-facing messages use the arrival window.
Best practices
Use arrival windows when they help set realistic expectations.
Good arrival window practices:
- Keep windows shorter for high-touch appointments.
- Use wider windows for route-heavy work.
- Match reminder templates to the arrival window.
- Review windows after route planning.
- Update clients if the team will miss the window.