Scheduler
The Scheduler is a full booking calendar for appointments — drop-offs, pickups, on-site visits, and consultations. It can sync two ways with each staff member's Google Calendar or Microsoft Outlook, so appointments booked here show up on their personal calendar, and if they reschedule or cancel one there, it reflects back in RAD. (Their own personal calendar events are never pulled into the scheduler.)
Where to find it: Click Scheduler in the main sidebar (under Management). To link your own Google or Outlook calendar, open the user menu (top-right) and choose My Calendar.
Works without a connected calendar. You can book and manage appointments in the Scheduler even if no calendar is linked — appointments live in RAD and block that technician's availability on their own. Connecting a calendar simply mirrors them to Google/Outlook and pulls external changes back.
Connecting your calendar
Calendar connections are per person — each staff member links their own Google or Microsoft account, and only their own appointments sync to it.
Open My Calendar
From the user menu in the top-right corner, choose My Calendar.
Connect Google or Microsoft
Click Connect next to the provider and sign in. You'll be asked to allow RAD Repairs to manage your calendar. After approving, you'll return to the page showing Connected as your account.
Done
Your appointments now sync automatically. You can Disconnect at any time — existing events already on your calendar are left in place.
If a provider shows "Server setup required" instead of a Connect button, the integration hasn't been configured on the server yet. That's a one-time administrator setup.
Getting around
Switch between Day, Week, and Month views with the buttons at the top. Use the arrows to move backward and forward, or Today to jump back to now. A red line marks the current time in Day and Week views. All times are shown in your computer's local timezone.
Each technician has a color. Use the colored chips above the calendar to filter who you're looking at — click a name to show or hide that technician. When a single technician is selected, their busy time from connected calendars is lightly shaded so you can see when they're already committed.
Booking an appointment
Start a new appointment
Click + New appointment, or click an empty time slot in the Day/Week grid (or a day in Month view) to pre-fill the start time.
Fill in the details
Give it a title, pick a type (drop-off, pickup, on-site, consultation, other) and status, assign a technician, and optionally attach a customer (start typing to search). Set the start and end times, plus an optional location and notes.
Save
Click Save. If the appointment is assigned to a technician with a connected calendar, it appears on their Google/Outlook calendar within moments.
Conflict warning: if the assigned technician is already busy during the chosen time — from another appointment or an event on their connected calendar — a warning appears in the dialog before you save. It's a heads-up, not a block; you can still save if you mean to.
Book from a ticket: a Create Appointment button on the ticket page opens this same dialog pre-filled with the ticket's customer and linked to the ticket — handy for scheduling a drop-off, pickup, or on-site visit while you're already on the job.
Link a ticket to any appointment. Open an appointment in the Scheduler and use the Linked ticket field: if it was created from a ticket you'll see a clickable link straight to it, and any appointment can search for and attach a ticket (or change/remove one). Attaching a ticket also fills in that ticket's customer if the appointment doesn't have one yet.
The ticket link travels to the tech's calendar. When an appointment has a linked ticket and the assigned technician's Google or Outlook calendar is connected, the synced event's description includes a tap-through link to the ticket — so a field tech can open and update the ticket right from their phone calendar while on site.
The customer is notified automatically. Creating, rescheduling, or cancelling an appointment emails and texts the customer the details (date, time, location). Texts use your Twilio setup and emails your mail setup; a customer with no email or phone on file simply isn't messaged.
Rescheduling and editing
| To do this | Do this |
|---|---|
| Move an appointment | Drag it to a new time (Week view also lets you drag across days). Times snap to 15-minute steps. |
| Change its length | Drag the bottom edge of the appointment up or down. |
| Edit details | Click the appointment to open it, change anything, and Save. |
| Cancel | Open it and set Status to Cancelled — this removes it from synced calendars but keeps the record. |
| Delete | Open it and click Delete — this also removes it from any synced calendar. |
How two-way sync works
RAD is the source of truth for appointments. Sync keeps a technician's calendar in step with the appointments RAD assigned to them — it does not pull the technician's own personal events into the scheduler.
| You do this… | …and this happens |
|---|---|
| Create / edit / delete an appointment in RAD | The matching event is created, updated, or removed on the assigned technician's calendar. |
| Reschedule a RAD appointment from Google/Outlook | The appointment in RAD updates to match. |
| Delete a RAD appointment's event in Google/Outlook | The appointment in RAD is cancelled. |
| Create your own personal event on the calendar | Ignored — personal events are never imported into the scheduler, and RAD never touches events it didn't create. |
How fast? With the server's calendar webhooks configured, changes sync within seconds. Otherwise RAD checks connected calendars every few minutes, so external changes may take a few minutes to appear. Either way, edits never "bounce" back and forth — the sync recognizes its own changes.
Clearing a technician's schedule
Owners and admins can bulk-delete a technician's appointments — useful when reassigning work or resetting a schedule. Click Clear… in the top-right of the Scheduler, choose the technician, and pick a scope: all, only upcoming, or only the dates currently in view.
Detach the calendar first. If the technician's calendar is still connected, clearing also removes those events from their real Google/Outlook calendar. Disconnect it on the My Calendar page first if you want to clear RAD only. As a safeguard, the Delete button stays disabled until you type the confirmation phrase exactly — CALENDAR IS DETACHED, CLEAR SCHEDULE — so nothing can be wiped by accident.
Good to know
- Connections are personal. Each staff member links their own calendar; nobody else's appointments sync to it.
- RAD only manages its own bookings. It never imports your personal calendar events into the scheduler, and it never edits or deletes an event it didn't create — only the appointments RAD booked.
- Availability blocks in both places. A technician's existing appointments and their connected-calendar busy times both count when checking for conflicts.
- Cancelled and no-show appointments don't block time and are removed from synced calendars.
- Timezones: the calendar displays and books in your computer's local timezone.