Schedule a visit on a job
On this page
A job is the work; a visit is an appointment on that job. Only visits appear on the calendar, so a job with no visit is real work that nobody is scheduled to do — the lists call that Unscheduled.
Add the visit
Open the job (Jobs on the web, Work in the Zaras app) and use Add visit. A visit takes a date, a time, and optionally instructions such as gate codes, pets or parking. Leave the time off and the visit is All day — the job reads Anytime for that date.
Under Assigned technicians you pick who is going; assigning someone puts the visit in front of them in the app. An Arrival window — the time range the customer is told to expect — defaults to the workspace setting an owner or admin sets under Arrival window, and shows on the job.
Repeating work
A job that repeats is set up when the job is created — Job type Recurring, with its frequency and where it Ends — see Create a job. The series then appears here as numbered visits ("Visit 2 of 6"); you can still edit or cancel any single one without touching the rest.
Tell the customer
Send confirmation on the job emails the customer the appointment. It needs a scheduled visit first: an unscheduled job says to schedule it before a confirmation can go out.
How the visit runs
On the day, the technician works from the visit in the Zaras app: Clock in starts it, On my way tells the customer they are coming, Signature captures the customer's signature, and Clock out & complete ends it. Zaras does not send that message itself while two-way SMS is not available yet: it hands a pre-filled text to the phone's own messaging app and the technician sends it. Running late sits on the job rather than the visit and is not available yet for the same reason: hidden in the app, and shown but disabled on the web. A visit moves Planned → In Progress → Completed, or Cancelled with a reason. Completing a visit logs hours for the assigned technicians as draft timesheet entries. The office can also start or complete a visit from the job (Start visit, Complete visit); once every visit is done the job asks All visits complete.
Invoicing happens on the job, not on the visit: when the work is done, use Create invoice on the job. A visit cannot be invoiced directly, though a technician can record a payment against an invoice that already exists.
Jobs and the calendar are permissions owners, admins and technicians hold by default. If you cannot add or assign a visit, ask an owner or admin to grant them to your role.
