Scheduling: Work Orders and the Calendar in the web app

Use Scheduling to turn sold work into scheduled jobs with a date, time, crew, and duration.

You can manage work orders from the list, calendar, or routes view, then track what is scheduled, completed, skipped, canceled, or ready to invoice.

Open Scheduling from the left sidebar.

Scheduling has three tabs:

All scheduling times are shown in your company’s time zone. The Scheduling header shows the city and time zone, such as Chicago · CDT. Hover over it to see the full description.

You can set your company time zone in Account Settings.

A work order is one visit to one property.

It includes who the work is for, where it happens, when it is scheduled, how long it should take, which crew is assigned, and what work needs to be done.

You can create a work order from the Work orders tab or directly from the calendar by clicking an empty time slot.

A work order can include:

Duranta assigns a work order number automatically.

You can also use an optional prefix, such as WO.

The work order number can be edited.

Job duration supports different units, including:

Durations can include decimals, except when the unit is minutes. For example, you can enter 1.5 hours.

You can change the status from a work order’s … menu.

You can also update statuses in bulk from the Work orders list.

Use Make recurring when a work order repeats.

Recurring options include:

After you choose a schedule, Duranta shows it as a plain-English summary.

For example:

Work orders are scheduled every 2 weeks, starting 14 April.

Review this summary before saving to make sure the pattern is correct.

Duranta fills in an End date 364 days after the first visit. Change it to when the work should stop. You can pick an earlier or a later date, but you can't remove the end date. A series can have up to 365 visits, so how far out it can go depends on the frequency: about a year for a daily job, around seven years for a weekly one.

Duranta adds the end date to the schedule summary:

The schedule ends on 13 April.

If the end date allows more than 365 visits, Duranta shows: A series can have at most 365 visits. Pick an earlier end date.

The first visit uses the status you set. Future visits are created as Upcoming. When you save, Duranta creates every visit in the series at once, so they all show in the list and on the calendar straight away. To change the whole series later, open one of its visits and click Edit recurring template. The recurring template is the schedule and details every visit is made from. Saving it rebuilds the upcoming visits, so changes made to individual upcoming visits are replaced.

Choose Custom to create your own repeat pattern.

You can set:

For example, you can create one recurring work order that repeats every week on Monday, Wednesday, and Friday.

Choose the Calendar frequency (not the Calendar tab) when the work does not follow a regular pattern.

Use this for seasonal visits or a specific list of agreed dates.

To use Calendar scheduling:

Duranta requires at least one selected date.

If no dates are added, Duranta shows:

Add at least one date for this work order to repeat on.

Monthly schedules repeat on the same day of the month.

If you choose a date that does not exist in every month, such as the 31st, Duranta schedules shorter months on the last day of the month.

Duranta explains:

If a month doesn’t have 31 days, the work order is scheduled on the last day instead.

For recurring work orders, you can skip one visit or end the whole series. On the Day calendar or the Routes board, hover over a job and open its ⋮ menu to find Skip this visit, Cancel and End series.

The practical difference: Skip passes over one visit and the series carries on, while Cancel calls the visit off.

Both stay on the route, so the crew can see what was planned. Hide them with the View menu (see Show or hide schedule items below).

When ending a series, you can choose whether to skip the current visit or keep it scheduled.

Duranta explains:

The series ends on 20 May. Later visits are removed and no new ones are created. Past visits are unaffected.

Use Reschedule from the work order’s … menu.

Before saving, Duranta explains what will happen.

For example:

Green Crew has a route on 20 May — the job will join it.

Or:

No route on 20 May — the job moves to Unassigned.

For recurring work orders, Duranta also warns you if the series already has a visit on that date.

The Work orders table shows:

You can search across the table, and filter from the column headers by client, service date, day of the week, assigned crew (including Unassigned), recurring and status. The table opens on this month’s work orders: change or clear the Service date filter to see others. Next to the presets, Custom lets you set your own From and To dates.

You can also select multiple rows and take bulk actions.

Bulk actions include:

If you assign a crew and that crew does not have a route on that day, Duranta creates a route automatically.

Canceled and skipped work orders stay on their routes, marked Canceled or Skipped.

Deleting work orders is permanent. If selected work orders are on routes, Duranta tells you before deleting.

Select completed work orders and choose Convert to invoice.

If you select multiple work orders across different clients, you can choose how invoices are created:

Duranta creates draft invoices so you can review them before sending. Once an invoice is sent, the work order moves to Invoiced, and View converted invoice in its … menu opens the invoice.

If a work order is not marked Completed, Duranta asks you to confirm before billing it.

The Calendar tab has three views:

Day view:

Week view:

Month view:

In the calendar, you can drag work to schedule and adjust it.

You can:

After moving a job, Duranta confirms the change.

For example:

WO-1042 moved to Green Crew’s route at 9:00 AM.

If you drop a job outside the crew’s route hours, Duranta warns you:

This job is outside the route’s hours

Use blocked time for time that is not a job, such as lunch, fuel stops, shop time, or equipment pickup.

Blocked time includes:

Blocked time belongs to a crew’s route. It cannot be dropped into the Unassigned column.

Blocked time appears in day and week views and can be dragged in either view.

Use the View menu to control what appears on the schedule.

You can show or hide:

Hidden items are counted on the View button, so you can tell when something is hidden.

Use Preview to see the customer-facing version of a work order.

From Preview, you can:

When you share a work order, Duranta publishes a link you can copy.

If you edit the work order after sharing it, the recipient may see:

There is a newer version of this work order

They can use the link to open the latest version.

Each work order keeps an activity log.

Activity can include:

Duranta also records where each change was made, such as:

This helps your team understand when and where schedule changes happened.