CRM

How to Set Up and Use Calendar View

In this article, we'll cover how to set up and maximize the Roofr Calendar view to keep your jobs, team and project schedule organized.

Last updated

November 7, 2024

Overview

With Roofr's calendar features you can manage important job events in the same place you manage the rest of your work. The calendar is designed to work specifically for roofers, connecting calendar events directly to the job card so you always knows what needs to be done and when. The calendar view lets you easily view upcoming events for the entire team - whether it's a team of 1 or 1000 (Maybe not 1000, that would be a very crowded calendar).

In this article we'll cover:

Setting up and customizing your calendar view
Creating new events from the calendar view
Creating new events from the job board

Available on: Elite Subscription Plan. Learn more about our plans.‍

Set Up and Customize the Calendar View

Step 1: To access the calendar view, click on the Calendar tab located on the left-hand side of the dashboard of your Roofr account.

Step 2: You can switch between different views—daily, weekly, or monthly. By default, the calendar opens in a monthly view. Click "Monthly" to select a new view option.

Step 3: Using the menu on the right, you can filter events by event type (e.g., sales, drop-offs) and by team members to focus on specific tasks or people. Note: Calendar events are viewable by all team members to keep everyone aligned on upcoming work and availability. (AKA teams can view each other's scheduled events.)

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Step 4: Under Settings, you can choose to have your calendar colours grouped by who events are assigned to, or by event type.

Create a New Event

There are two ways to create a new event on the calendar:

Click "Event" in the top corner.
Select a specific day on the calendar.

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Step 1: Select an event type from the options available.

💡Event types are required, and allow you to group and organize work. Common types include sales appointments, drop-offs, and production jobs.‍

Automations: These event types will allow you to create automated follow up and appointment reminders, so it's crucial to select the appropriate one.‍
Availability: Using the "Unavailable" type allows teams to block out times in their calendars where they can't be booked.
Note: In order to easily filter and automate based on event type, event types cannot be edited. If the event doesn’t match any predefined categories use "General".

Step 2: After selecting the event type (e.g., sales appointment), update the other details of the event:

Edit the title of the event if necessary.
Set the start and end times of the event.
Add an existing job to connect the job details to the event. Search by job address or customer name and select the job. The details of the associated job will be reflected in the event and the job card will be linked.

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Step 3: Use the search bar to add team members to the event. All users will be notified of the new event and any changes that are made to the event.

Step 4: Use the "More" button to edit or add details.

If the event is held at a different location from the job site, you can specify the location separately.
Add a description to provide more details about the event.

Step 9: Hit Save and view the event. The event will appear on your calendar view and will also be reflected in the associated job card. More on that next 👇

Managing calendar events in the job card

The job board is where the magic happens. The job tracking magic🪄. And now you can view, create and edit calendar events right from the job cards in your board.

Step 1: Click the "Calendar" tab to go directly to the calendar section, or scroll to the section. Up to you.

Step 2: This section will show both upcoming and past events related to the job. To edit an event (e.g., changing the event type), simply click on it, make your adjustments, and click Save.

Step 3: To create an event, click "Create event" and a new event card will pop up. Click the "Find a time" button and the calendar will be open. The job details will automatically be populated, so simply add the rest of your info.‍

Step 4: Hit "Save and Return to job" and you will now see the event reflected on the job card.

Next: Learn how to create automations using events.

Use Automations with your calendar to streamline your workflow even further. Create automations to update the job status, create tasks for your team, send emails and SMS, and keep your whole team operating seamlessly. Here’s a step-by-step guide to setting up automations for your Calendar.

Learn more about our platform...

How to Add Team Members to a Calendar Event

Assign events to team members (e.g., project managers, salespeople, production managers) to keep everyone on the same page and ensure smooth collaboration between teams.

How to Create Automations

Automations help you effortlessly move the job through the pipeline with the peace of mind that nothing is falling through the cracks.

How to Create Automations for Event Types in Roofr Calendar

How to Create Detailed Job Records

Your job details is your command center. This is where you manage your job from inside Roofr, and keeps you hyper organized. You can capture your customer details, lead source data, write notes, create tasks, collaborate with your team, communicate with your homeowners, order reports, track proposals, order and track materials - and keep a detailed activity log of it all.