Documentation

Calendar & Scheduling Settings

Requires. The SecurityTrax Global Settings permission. Without it you can't open the page; with it you can both view and change every setting here.

This area controls how tech and sales appointments are scheduled and how they appear on the company calendar. It's split into four pages, reachable from the left navigation. General Settings opens by default.

Each page saves on its own — clicking Save on a page writes only that page's settings, so changes on one page never overwrite another.

SecurityTrax supports two scheduling styles, and a company uses one at a time:

  • Standard — free-form booking: pick any tech and any time on the calendar.
  • Time slots — customers and staff book into fixed windows (e.g. 8:00 AM–12:00 PM), and the system assigns a tech by coverage.

You switch between them with Use time slots for tech scheduling on the Slot Scheduler page.

General Settings

Rules and values that apply to both scheduling styles.

Setting What it does
Require work order for tech appointments When on, a new tech appointment must be attached to an existing work order before it can be created.
Show Sales Scheduler on customer records When on, users with Sales Scheduler access can create and view sales appointments on regular customer records, not just leads.

Standard Scheduler

Settings for the standard (non-time-slot) scheduler, plus the technician-availability views used when booking and rescheduling tech appointments.

Technician list views

When you schedule a tech appointment, the technician picker can list techs from one of three perspectives:

  • In Office Location — techs assigned to the customer's office location. No distance or coverage calculation.
  • In Coverage Area — techs whose own service radius reaches the customer's address.
  • In Max Coverage Area — techs within the company-wide maximum search radius (set below), even when the customer falls outside their normal radius.

For a tech to appear in either coverage perspective, their user record needs a Start Address that SecurityTrax can locate on the map and a Coverage Radius greater than 0 (both on the user's Tech Settings). A tech missing either is silently left out of coverage-area lists — and out of time-slot matching, which uses the same start point and radius. SecurityTrax flags this on the technician's own user record, and the scheduler notes how many location techs are being hidden for this reason. In Office Location has no such requirement, so a misconfigured tech still appears there.

Setting What it does
Offer coverage-area views When on, the technician picker offers all three perspectives above, and the company calendar shows its tech-availability selector. When off, only In Office Location is available everywhere — the customer scheduler, the company calendar, and bulk work-order scheduling. This toggle is the single control for these views, and it applies whether or not time slots are enabled.
Default technician view Which perspective the scheduler and company calendar open on. Selectable only while Offer coverage-area views is on; when it's off the default is locked to In Office Location.
Max radius for out-of-coverage techs Miles to search outward from the customer for the In Max Coverage Area view. Whole number, 1–1000. This value also feeds time-slot availability.

Heads up. Turning Offer coverage-area views off doesn't change how techs are assigned to time slots — it only controls which technician perspectives appear when you book or reschedule by hand. Time-slot assignment still uses coverage on its own.

Standard calendar day hours

These set the start and end of the day shown on the standard (non-time-slot) calendar — the company calendar everyone views appointments on.

Setting What it does
Day start time The time the calendar day begins. Must fall on the hour or half hour.
Day end time The time the calendar day ends. Must be after the start time, on the hour or half hour, and end no later than 11:30 PM.

Slot Scheduler

Time-slot scheduling: availability windows, how far ahead customers can book, and same-day rules. These settings take effect when Use time slots for tech scheduling is on.

Setting What it does
Use time slots for tech scheduling Switches tech scheduling between time slots (on) and the standard scheduler (off). When off, the windows below are kept but not used.
Total days to show How many days of slots the calendar displays at once. Days past the booking horizon still show but appear unavailable. 1–365.
Days available to schedule The booking horizon — how many days into the future a slot can actually be selected and booked. 1–365.
Same-day lead time (minutes) Minimum time between now and the start of a same-day slot. 0–1440.
Allow same-day scheduling Lets slots be booked for the current day, subject to the lead time and cutoff.
Require same-day zip relation When on, same-day slots require a matching zip relation.
Same-day cutoff time Latest time of day a same-day slot can still be booked (company time zone). Leave blank for no cutoff. Format like 3:00 PM.
Next-day cutoff time Latest time of day that next-day slots can still be booked (company time zone). Leave blank for no cutoff.
Auto-assign appointments on create When a slot appointment is created without a tech, automatically assign an available tech in the coverage area.
Hide same-day slots for internal scheduling Hides today's slots from the in-site scheduler view even when same-day scheduling is otherwise allowed.

Time windows

The booking windows offered for each day. Times are scheduling windows in your business hours — not time-zone offsets.

Control What it does
Default time windows One or more start/end windows used for every day, unless a specific day below overrides them. Add or remove windows with Add window / the trash icon.
Day-specific windows For each weekday, choose one of: Use default (fall back to the default windows), Custom (define windows just for that day), or Closed (no slots that day).

Heads up. Each window's end time must be later than its start time, and a custom day must have at least one window. If Use time slots for tech scheduling is on, at least one day must stay open — the page won't save with time slots enabled and every day closed.

Display & Status

Appointment display helpers and on-time status thresholds that apply after scheduling, in the shared calendar view. Settings are grouped by what they apply to: Common (both schedulers), Tech Scheduler, or Sales Scheduler.

Common

Applies to both tech and sales appointments.

Setting What it does
Show travel distance from previous appointment When on, the appointment form can show the assignee's estimated distance from their previous appointment.

Tech Scheduler

Applies to technician appointments only.

Setting What it does
Track tech appointment reschedules When on, tech appointment edits can record who requested the change and save a reschedule reason.
Tech check-in on-time threshold Minutes after the appointment start time that a tech check-in still counts as on time. 1–1440.

Sales Scheduler

Applies to sales appointments only.

Setting What it does
Sales check-in on-time threshold Minutes after the appointment start time that a sales check-in still counts as on time. 1–1440.

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