# Quote accepted to crew scheduled, same hour — build checklist

The gap between a customer saying yes and a crew being booked is where field service jobs die.

Roughly two to three weeks. The calendar search is the hard part, not the trigger.

## Before you start, read this

Do NOT build this if any of the following is true of you:

- [ ] Your crews are booked more than three weeks out. Then the bottleneck is capacity, and scheduling faster just moves the queue.
- [ ] Quotes are accepted by phone rather than in a system. There is no event to listen for.
- [ ] Every job needs a site visit before it can be scheduled. Automate the site visit booking instead.

If none of those apply, carry on.

## 1. Prove you can hear the trigger

- [ ] Your quoting tool: A quote or estimate status changes to accepted
      Find what your vendor actually calls this event before you write any code.
      We have not verified the name, and guessing it wastes an afternoon.
- [ ] Email: The customer clicks the accept link in the emailed quote
      Find what your vendor actually calls this event before you write any code.
      We have not verified the name, and guessing it wastes an afternoon.
- [ ] Log one real event end to end before building anything on top of it.

## 2. Build the steps, in this order

- [ ] 1. Quote accepted
      The status change is picked up within a minute, at any hour.
- [ ] 2. Read the job
      Pull the line items and work out the crew size and hours the quote assumed.
- [ ] 3. Find the slot
      Search the crew calendar for the first window that fits, respecting travel between the day's other jobs.
- [ ] 4. Hold, do not book
      The window is held as provisional. Nothing tells the customer a date yet.
- [ ] 5. Scheduler confirms  (A PERSON DOES THIS — build the queue, not the decision)
      A person looks at the held slot with the whole week in front of them and confirms, moves, or splits it.
- [ ] 6. Customer told
      Only after a person confirms does the date go out.

## 3. Keep these jobs with a person

If your build quietly takes any of these over, you have built something else:

- [ ] Confirms every held slot. The calendar does not know that Tuesday's crew is one person short.
- [ ] Splits jobs that will not fit in one visit.
- [ ] Handles anything where the accepted quote differs from what was discussed on site.

## 4. Before you turn it on

- [ ] Run it in report-only mode for a week and read every message it WOULD have sent.
- [ ] Decide who gets paged when it stops firing, and prove the page works.
- [ ] Write down what "it is working" means as a number you can check next month.
- [ ] Confirm you have consent for any message this sends to a customer.

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Generated from the recipe at https://ustechautomations.com/recipes/field-service-quote-accepted-to-crew-scheduled
by seo/scripts/v1-gen-recipe-checklists.js — do not edit this file by hand.