This automation ensures that when an appointment is scheduled or updated, the correct time allocations are calculated based on the assigned staff member and property size. It synchronizes your main order boards with service line items, updates calendar colors, and manages the client portal view.

How Appointment Times are Calculated

Because every team member works at a slightly different pace, the system uses a Staff Rate Matrix to calculate exactly how long an appointment will take.

The total time for a service is calculated using this formula:
Maximum of (Base Floor Time) OR (Square Footage × Staff Multiplier)

Flat-Rate Services

Certain services always take a fixed amount of time, regardless of the property size or the technician assigned.

MATRIX = {
  "Matt":   {"SF": [0.008, 15],  "M": [0.011, 15], "P": [0.01, 25]},
  "Eric":   {"SF": [0.01, 15],   "M": [0.011, 15], "P": [0.01, 25]},
  "Kyle":   {"SF": [0.01, 15],   "M": [0.015, 15], "P": [0.014, 25]},
  "Default":{"SF": [0.01134, 15],"M": [0.0174, 15],"P": [0.0138, 25]}
}

Special Routing Workflows

The synchronization process includes automatic "short-circuits" for specific statuses. When you change the lead staff member on an order, the system automatically routes the sub-items.

flowchart TD
    A[Order Updated] --> B{"Staff Status?"}
    B -->|"Hold"| C["Wipe Assignments & Times"]
    B -->|"Grover"| D["Assign all to Grover"]
    B -->|"Standard Tech"| E["Calculate Time via Matrix"]
    C --> F[Sync to Client Portal]
    D --> F
    E --> F

The "Hold" Pipeline

When an order is placed on Hold (by changing the lead staff name or status to "Hold"), the system automatically cleans up the board to prevent scheduling conflicts.

1. 1

   Parent Order Cleared

   The main order's triggers, instructions, and portal links are wiped clean. The total minutes are reset to 0, and the calendar color changes to "Hold".

2. 2

   Sub-items Unlocked

   All service line items are unlocked and their assigned staff is changed to "None".

3. 3

   Time Reset

   The allocated minutes for all sub-items are reset to 0 so they do not block off calendar time.

The "Grover" Pipeline

When an order is assigned to Grover, it follows a unique lightweight pipeline:

• The main order is immediately synced to Grover's portal.

• Total minutes are set to 0.

• All non-Admin sub-items are automatically assigned to Grover, unlocked, and set to 0 minutes.