PBJ Dispatch & Appointments

• To them: your people go to the customer’s address.
• To us: the customer comes to one of your locations, which you list once in settings.
• One list, one record screen and one reference number you can quote down the phone.
• The kind is chosen when you book and stays fixed, so lists and counts never mix the two.

• Pick a business or a person (and a named contact at the business); their address and phone come with them.
• Give it a title and a kind of work, choose who is doing it, a time and roughly how long (30 minutes up to 4 hours at a tap).
• No time yet? Save it as To be booked and it waits in its own list.
• All-day bookings are supported.
• Before you save, the form shows exactly what will happen: the customer gets a confirmation email and a calendar invite.

• You book an exact time; the customer is told a window around it. Set the width once (30 minutes to start), or set it to zero to tell them the exact time.
• The estimated duration is stored separately, so “arrive between 1:45 and 2:15” and “the job takes an hour” never get mixed up.
• Times are kept precisely and shown in your site’s time zone.
• The address is saved on the booking when you make it, so correcting a customer’s address later does not quietly move an old job.

• A Day, Week and Month calendar of your events.
• An Agenda and a Manage list, both filterable by what is on today, the next 14 days, work still to be booked, or work nobody is on.
• Narrow by kind, stage, who, date range or a search word, and sort newest or oldest first.
• Act on up to 200 events at once and see each result.

• Stages come ready made (such as New, Booked in, On the way, On site, Done) and you can rename them to the words your team uses.
• What a stage means is kept separate from what it is called, so counts and lists still know a job is finished.
• Name the kinds of work you do (service call, quote, install) and give each its own allowed stages.
• A kind of work can hand its jobs straight to the right team.

• Assign to a person or to a team, and hand it over later from the record.
• A Nobody on it yet view shows work waiting for someone.
• Staff see their own work and their team’s, managers see the teams they run, owners see everything, all from the CRM’s own roles.
• Deleting an event sends it to the CRM’s bin, and only an owner or administrator can do it.

• Add notes that stay internal or that the customer can read.
• Attach files or take a photo on site and it is kept on the job.
• A timeline records every stage change, hand-over and reschedule, with who and when.
• Add follow-up tasks from the same record.

• The customer gets a confirmation email when you book and reminders at the times you set, in wording you control.
• Every confirmation carries a calendar invite that updates itself when the booking moves.
• The record shows what has been sent and what is still scheduled.
• The person assigned is reminded too, and on a current PBJ CRM can be notified on their phone.
• Reminders go out on a five-minute check, so WordPress scheduled tasks need to be running.

• Close moves it to done and, if you track it, records the round-trip miles.
• Convert+ turns it into follow-on work such as a ticket or an invoice. Nothing is billed automatically; you choose.
• A help-desk ticket that needs someone on site can be turned into an event with the details already filled in.
• Every job has a map link (Google or Apple) to its saved address.

• Open a person or business in the CRM and their visits and appointments, past and upcoming, are on their record.
• On a current PBJ CRM, signed-in customers see their own Jobs with the time window and address, and never the crew, internal notes or miles.
• Not included: customers booking their own slot, repeating events, automatic text-message reminders, and route planning or drive-time estimates.

A homeowner rings about a dead air conditioner. The office opens New event, To them, picks the customer so the address and phone come with them, chooses the kind of work, sets 2:00 pm with an hour’s estimate and assigns the technician. The customer is emailed a confirmation with an arrival window of 1:45 to 2:15 and a calendar invite, and a reminder follows at the time you set. On the day the technician opens the job on a phone, taps the map link, adds notes and photos, and moves it through the stages. At the end the office presses Close, enters the miles, and uses Convert+ to raise the invoice. A roofer can book the quote walk-through the same way and start the install from it.

A client’s help-desk ticket says the office switch is down and someone has to go. Open the ticket and use Convert+ to make it an event with the details already filled in, then assign the engineer. The client gets a confirmation and an arrival window. Work that comes to you, like a laptop brought to the shop, is booked To us at your own location. Everything done on site goes in the job’s notes and timeline, and the finished job can become an invoice or a follow-up from the same record.

A venue’s manager books a walk-through with a couple planning a party as a To us appointment at the venue, and the couple receives a confirmation, an arrival window and a calendar invite. Service companies that look after bars and restaurants book the cooler check, the till repair or the Wi-Fi survey as To them visits at each address, with the access notes (“use the kitchen door”) on the job itself. Work with no date yet sits in To be booked until the venue picks one.

Reception books a consultation as a To us appointment at the right office, assigns it to the attorney, accountant or agent, and the client receives a confirmation, a reminder and a calendar invite. If the client needs a different time, staff change it on the record and the invite updates instead of creating a second one. Internal notes stay internal, notes meant for the client can be shared, and afterwards Convert+ starts the follow-up appointment or the invoice.

A production company books the site survey, the load-in and the strike as separate events, each its own kind of work with its own stages and assigned to the crew group. Each booking keeps the venue address it was made with, so a later change to the client’s details does not move a past show. The crew lead opens the day’s list on a phone, uses the map link to the loading dock, adds notes and photos from site, records the miles when the job closes, and the office invoices from Convert+.