The right person, free and qualified.
Assigns jobs to the best technician using availability, skills, location, leave, and working hours without manual dispatching. Your dispatchers start from a board that is already filled in, with the reason for every proposal on the job beside it.
- Constraints
- Skills, inductions, licence dates, hours and travel
- Works in
- Scheduling Agent ( Internal)
- Runs on
- AI Scheduling & Dispatch and Dispatch Board and License & Certification
- Modes
- Recommendations, or auto-assignment inside your rules
what it is for
Free is not the same as able to do it.
Filling a board means holding a lot in your head at once. Who is on leave, who is close to their weekly hours, whose confined space induction expires this month, who was on that site last time, and how far apart the next two jobs are. A dispatcher works through it job by job, and the answer changes the moment one technician calls in sick or a callout lands at eleven.
AI Scheduling Assistant works the constraints for you. It checks availability, approved leave and hour limits, keeps only the people holding the qualifications and inductions the job needs, groups nearby work into one run, and sends the assignments out. Run it as recommendations or as auto-assignment. Either way a dispatcher can move anything on the board, and every proposal shows its reasoning.
Proposed assignments
Only people who can do it
Anyone without the qualification, the site induction or the free hours a job needs is filtered out before a name reaches the board at all.
Fewer kilometres between jobs
Nearby work is grouped into the same run, so a technician's day reads as a route rather than a list of unconnected addresses.
The board stays yours
Every proposal shows who was considered and what ruled the others out, and a dispatcher can overrule any of it without arguing with the agent.
who is actually free
Availability is more than an empty slot.
An open square on a calendar is not an answer. Before it proposes anyone, the agent works through leave, hours, skills, inductions and licence dates, and shows you what it excluded.
Approved leave, rostered shifts and weekly hour caps are constraints, not preferences. A technician who would be pushed past their limit by this job is not put forward for it.
Only people holding the qualification and the site induction the job needs stay in the list. Everyone else is removed before a name is put in front of a dispatcher.
A licence that expires before the job date rules that person out for that date, even though it is valid today. The expiry is flagged early so it can be renewed.
The job carries the people it considered and the constraint that removed each one, so a dispatcher can overrule a filter knowing exactly what they are overruling.
Eligibility for this job
shape of the day
A run, not a list of addresses.
Once it knows who can do the work, the agent works out the order. It groups nearby jobs, follows the priority you chose, and leaves the day enough slack to absorb a callout.
Work at the same site or on the same side of the city is put in sequence, so a technician is not sent back across town between two jobs that could have been done together.
Least travel, continuity of technician, or earliest possible start. They pull against each other, so you choose which one wins and the agent applies that choice consistently.
Where a job follows an earlier visit, the person who attended is preferred, provided they still meet every other constraint. Continuity never overrides a licence or an hour limit.
It plans to the reserve you set rather than filling every hour, so a callout at eleven has somewhere to go without unpicking the rest of the day.
Proposed run
send and confirm
Sent to a phone, and chased if silent.
An assignment nobody has read is not an assignment. The agent sends each one with the detail attached, watches for the acknowledgement, and flags the silence before the start time rather than after it.
Site, access arrangements, the asset, and what happened on the last visit go out with the job, so a technician is not ringing the office from the car park.
An assignment still unread as the start time approaches is raised with a dispatcher while there is time to move it, not reported once the appointment has been missed.
Set per team and per job type. Routine work can be assigned automatically while everything else stays a proposal a dispatcher accepts or ignores.
Drag a job to somebody else and it stays there. The agent does not re-plan around the change and quietly move it back. The override is recorded with the reason.
Approved actions
how it works
Four steps, then it hands on.
The same four run on every job. Nothing it sends is fixed: a dispatcher can move any of it, and the agent records the change.
-
evaluates
Cross-references cleaner availability, approved leave calendars, and weekly hour caps to prevent burnout and overtime violations.
-
filters
Ensures only personnel with mandatory site qualifications, safety inductions, and equipment skills are allocated to specific jobs.
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optimizes
Optimizes travel routes and cluster scheduling across nearby commercial sites to minimize transit time and maximize on-site hours.
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confirms
Pushes roster assignments to cleaner mobile devices, tracks acknowledgment, and escalates unconfirmed shifts to dispatchers.
where the line sits
What it handles, and what it hands over.
Which side of this line a job falls on depends on your constraints, and on whether that team is running in recommendation or auto-assignment mode.
| Job | What the agent does | Who finishes it |
|---|---|---|
| Routine, several people free | Proposes the best fit against your priority and shows why, or assigns it where you allow that. | Dispatcher confirms |
| Needs a licence or induction | Keeps only the people who hold it and whose licence is valid on the job date. | Dispatcher confirms |
| Nobody qualified is free | Says so, with who was excluded and why, instead of assigning someone who cannot do it. | Dispatcher decides |
| Assignment not acknowledged | Flags the silence before the start time rather than after the appointment is missed. | Dispatcher chases |
| Emergency callout | Shows who is nearest and genuinely free. It does not move booked work to make room. | Dispatcher reallocates |
| Anything it cannot place | Leaves the job unassigned with the constraint that blocked it written on the board. | Dispatcher places it |
you set
Before it runs its first job, three things come from you.
- Cleaner skill matrices, security clearances, and license expiry tracking.
- Roster operating hours, maximum weekly hours, and travel radius limits.
- Optimization priorities: lowest travel distance, cleaner consistency, or earliest start.
None of it is a data migration. It reads the Scheduling Agent ( Internal) records you already keep.
stays with your team
Automated scheduling enforces your exact parameters. Auto-assignment can be activated or left in recommendation mode, giving dispatchers final drag-and-drop approval on the live board.
A job it cannot place comes back with the people it considered, the constraint that ruled each one out, and the next date somebody qualified is free.
rollout
Start it as recommendations only.
Most teams do not switch every action on at once, and nothing here requires it. The usual order:
Watch first
It proposes assignments beside your own on the board and assigns nothing. Dispatchers compare its picks with theirs for a week before anything changes.
Auto-assign one type
Turn on auto-assignment for a single routine job type in one team, while every other job stays a recommendation a dispatcher accepts.
Then widen the board
Add the next job type or the next team once you are satisfied. Any of them goes back to recommendations in one click.
works with
What it runs on, and what it hands to.
read next
Where the board meets the rest of the day.
before you switch it on
What teams ask about AI scheduling assistant.
Only inside the rules you set. Anything outside them - listed under "you set" above - goes to a named person on your team, with the record attached. There is no state where it silently makes a judgement call you have not already approved.
Days, not months. It reads from the records you already keep in Scheduling Agent ( Internal), so there is no separate data migration or new system for your team to learn before it can start.
Yes, instantly, and every action it took stays on the record so you can see exactly what it did and reverse it. Turning it off does not remove or hide anything it has already written.
No. It takes the routine, repeatable part of the job off their desk so they spend their time on the exceptions and judgement calls that actually need a person - the work listed under "stays with your team" above.
AI scheduling assistant runs on your Scheduling Agent ( Internal) records, alongside AI Scheduling & Dispatch and Dispatch Board and License & Certification, so nothing needs re-keying between systems.
It stops proposing that person for work after the expiry date while still using them before it, and raises the expiry while there is time to renew. It never assigns someone whose licence has lapsed, and that is not a switch you can turn off.
No. Weekly hour limits, rostered shifts and approved leave are hard constraints, so a technician who would go over is simply not proposed. Working someone beyond their limit is a decision for a person with the authority to make it, taken on the board.
It groups work by distance and your usual travel times, which it can see, and makes no claim about traffic or site access, which it cannot. That is why it plans to a reserve, flags a run that is tight, and never sends an arrival time to a customer.
See it on your own board.
Book a demo
We will run it against a week of your own jobs, your staff records, your hour limits and your travel radius.
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AI scheduling assistant is one of ten agents on one job record, from first enquiry to paid invoice.
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The field service system underneath: scheduling, work orders, assets, invoicing and the field app.
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