Field service business workflow revolves around scheduling technicians for incoming customer service requests, dispatching technicians, managing jobs and keeping up with maintenance contracts. Efficient service job scheduling is a cornerstone in sustaining field service business.
Manually scheduling service tasks is not only time and labour-intensive but prone to errors like scheduling conflicts. Using technology can help overcome these errors. The best service scheduling software for small businesses enables scheduling optimization by making the optimal use of essential resources, saving time and boosting efficiency.
This article explains what is field service scheduling software, how it works, and why your field service company needs it.
What is Service Scheduling Software?
Field service scheduling software generally known as service scheduling software is a tool that simplifies and streamlines the work order management in field service companies.
Field service schedulers enable scheduling field technicians to perform field service tasks such as installation, maintenance, repair, and troubleshooting. They help field service providers manage their field operations better by creating and maintaining jobs and the work orders associated with those jobs.
Most modern field service management tools or FSM software come integrated with field service scheduling and technician dispatch software.
How Does a Field Service Scheduling Software Work?
The service scheduling software tracks the incoming field service requests and converts those customer requests into jobs. It then sorts the jobs based on priority and customer locations and matches the jobs with relevant field technicians based on their skills and availability.
The field service manager can get a clear view of the field service worker schedules on the scheduling dashboard and assign jobs to field technicians on the field service app at the click of a button.
The field service dispatch software notifies the field service technicians about their job assignments on the field service app. The field workers can accordingly plan their work day and provide quick service delivery. Thus technician scheduling and dispatching get simplified with the help of service scheduling software.
Field service management software is an indispensable tool for organizations that provide services. Scheduling jobs is the core functionality of service scheduling software.
Why do you need service scheduling software?
There are several ways to schedule services. Some people prefer to use a calendar app like Outlook or Google Calendar or use physical whiteboards and pen and paper-based systems.
However, there are still plenty of manual field service management processes, especially in scheduling. For example, you might have to enter each appointment into a spreadsheet, send out reminders via email, or even write down notes about what needs to happen next.
While it’s easy to see how much time and effort goes into scheduling services manually, there are actually quite a few benefits to doing so. You can save time and money, for one thing. By automating the scheduling process, you can free up time to focus on other important tasks. And since most scheduling apps allow you to set recurring appointments, you can keep track of everything without having to do it yourself.
Field service scheduling software for small businesses helps manage field service projects efficiently. With it, you can plan, track and pay for jobs quickly and accurately. You can even automate repetitive tasks. And because it integrates with accounting systems, you can keep accurate records of everything.
If you want to start automating your business, consider scheduling. You’ll save time and money, improve customer experience, and boost frontline productivity.
According to research, 89% of customers want to see modern, on-demand technology applied to their technician scheduling, and nearly as many customers would be willing to pay a premium for it.
Without an effective scheduling system, however, your company will struggle to keep track of its workforce, deliver timely services to clients, and meet client expectations.
Benefits of Field Service Scheduling Software
i) Smart Scheduling
The field service scheduling tool comes with in-built intelligence and is perfect for managing multiple field teams and projects within one organization. You can assign tasks to multiple team members simultaneously at the click of a button.
The smart scheduling system optimizes the scheduling process such that no field staff gets overworked or double booked. Intelligent scheduling systems delegate equal and relevant work to all the field workers such that they neither get exhausted nor stay idle.
It matches the field service technicians with relevant skills for every job to minimize job completion times with better service quality.
Once assigned, the field service manager can view the status of each task and follow up with the team member directly. This feature is great for tracking project timelines and ensuring meeting deadlines.
ii) Scheduling Automation Drives Increased Operational Efficiency
Field service companies are often understaffed and overworked. They must balance multiple priorities while working within tight deadlines. This makes it difficult to provide exceptional customer service. Scheduling automation fills up the gap in field resources.
Automation helps companies save money while increasing employee productivity. In fact, according to a study conducted by the Society for Human Resource Management (SHRM), nearly half of employers are planning to automate some business operations within the next five years. This includes tasks such as scheduling, dispatch, customer service, and even billing.
The benefits of automation are numerous. For example, it saves employees time and increases efficiency. A survey conducted by the American Customer Satisfaction Index found that automated systems increased customer satisfaction by 10%.
While there are many different types of automation, one type stands out above the rest: scheduling. Field service companies use service scheduling software to ensure that field service workers get assigned the correct job and know what needs to be done.
iii) Reduces Errors
In addition to saving time, scheduling reduces errors. An error occurs when a worker does something wrong during a task. This again happens when you schedule a non-relevant tech for a job.
For example, without a proper scheduling system, you might end up scheduling a maintenance technician for an installation job. The assigned technician lacking sufficient knowledge and experience in the job finds it challenging to finish the task. There might be frequent visits to the office and additional support required. This not only delays job completion but also delivers a poor customer experience.
However, when you rightly schedule a field service worker specializing in the installation job, he not only completes the work on time but with better efficiency delivering better customer experiences.
A service scheduling software helps you achieve the same. For all the service tasks, it assigns relevant technicians, ensuring that the person doing the job knows exactly how to do it correctly. There is no risk of making mistakes.
iv) Eliminates Miscommunication
Conventionally most of the communication regarding scheduling and dispatching work orders happens via phone calls or text. This poses a risk of miscommunication and results in service errors.
For instance, the field manager might miss out on some data while sharing the job information with the assigned technician or the technician might misunderstand the instructions and fail to perform the job correctly. There might also be miscommunication while sharing the customer’s location which wastes the technician’s time in reaching the exact location.
Using field service management software integrated with service scheduling and technician dispatch software gives technicians access to customer data, service history and real-time route planning that help them prepare well for the job. It eliminates the chances of miscommunication and misunderstandings and boosts the first-time fix rates.
v) Easier for Field Workers to Plan their Day
Another benefit of scheduling is that it improves employee morale. Workers like knowing what they’re supposed to do every day. Schedules give them structure and predictability.
The service scheduling and technician dispatch software allow technicians to view all their scheduled tasks on one screen. This helps them plan the day accordingly and fetch the necessary tools and spare parts in advance to avoid frequent travel to the office.
The scheduling and dispatching software also optimizes the route, helping the technicians to commute quickly and easily. Minimizing unnecessary commuting and travel time increases frontline productivity enabling field technicians to complete more jobs.
The Unoservice scheduling feature makes life easier for the field workforce. They can use it to see what work to do next and even book a job online without having to switch between different applications.
vi) Scheduling becomes Easier for Managers
Field service scheduling software makes life easier for managers. Scheduler-integrated field service software helps field managers monitor the performance of their field service team. They can keep tabs on where everyone is working and what they’re doing and even see how much time each job takes.
They can easily find people to fill open positions, and monitor how well field staff are doing, whether they’re meeting deadlines, and what issues they might encounter along the way. This will save you tons of time and money.
vii) Mobile Work Order Management Saves Time
Remember how tedious it would be for the field workforce to travel to the office to get their daily schedules, customer invoices, customer feedback forms, etc? They also travelled back to the office to submit job reports and documentation.
This unnecessary paperwork not only wasted their time but also increased the overhead costs. With online service scheduling software, technicians can quickly view their schedules on their mobile devices along with customer data while on the go.
They can also generate automated invoices on the app from the job data submitted and upload work-site photos and documents directly on the app for documentation. Everything happens on the work site on the field service mobile app.
Conclusion – Use Unoservice Field Service App with an in-built Service Scheduling Tool
Unoservice field service management software helps you manage your remote workforce better. It comes with various software integrations like free service scheduling software, technician dispatch software, GPS-based technician tracker, automated service reminder, etc. Instead of using multiple disparate systems, use a single field service management solution.
On a single field service management platform, you can schedule jobs, assign field service tasks, track progress, and communicate with your team without even having to log into your computer. Your field service teams get empowered to work together seamlessly with Unoservice field mobile app.
Read our guide to find out why you need field service software for your field service business.
Frequently Asked Questions about Field Service Scheduling Software
What is the purpose of scheduling?
The concept of scheduling is simple: it helps you plan ahead. When you schedule something, you know what needs to happen next. You don’t waste time doing things twice because you already did them once. And you avoid wasting money on unnecessary expenses.
What is the purpose of scheduling software?
Scheduling software is software designed specifically to schedule employees and field resources. By creating a calendar that shows the availability of employees and resources, managers can easily see when certain tasks need to be completed. Managers can also set alerts to notify them when certain events occur, such as when a resource becomes available or unavailable.
What are the features of field service scheduling software?
Some of the features that schedulers include include:• Calendar management, Resource planning, Employee scheduling, Project management, Workflow automation, Reporting, Integration with CRM systems, Mobile access, Customization and Data security.