Multi-Day Job Scheduling Coordination

Purpose

Procedures for scheduling and coordinating jobs that span multiple days — installs, repipes, sewer replacements, and other large projects.

Any job expected to take more than one day to complete, requiring the same crew/tech across consecutive or near-consecutive days.

When the estimate is approved, the sales rep communicates the expected duration to dispatch (e.g., "This is a 3-day repipe").

Dispatch reserves consecutive days for the crew/tech on the dispatch board.

Block the time slots in ServiceTitan — don't leave multi-day jobs open for other bookings to fill.

Confirm with the install team lead which crew is assigned and their availability.

Call the customer to confirm the start date and estimated number of days.

Set expectations: "We'll be at your home from [time] to [time] each day. The crew will have the same lead technician each day."

Discuss access: "Will someone be home each day, or do we need a way to access the property?"

Explain what to expect: "Day 1 we'll [describe]. Day 2 we'll [describe]." Customers appreciate knowing the plan.

If the job requires turning off water, give advance notice: "Water will be off for approximately [hours] on day [X]."

Same tech/crew works the entire job — don't rotate crews mid-project unless absolutely necessary.

Install lead checks in with dispatch at the start and end of each day with a progress update.

If the job is running behind schedule, notify the customer immediately and adjust the timeline.

Photo documentation at the end of each day showing progress (uploaded to ServiceTitan).

At the end of each day, the crew secures the job site — no open pipes, no trip hazards, no exposed water damage.

If the job needs more days than estimated, notify dispatch and the customer immediately.

Don't just add days without communicating — this erodes trust.

If additional work is discovered (unexpected issues), present the change order to the customer before proceeding.

Update the ServiceTitan job record with the new timeline and any additional costs.

On the final day, complete the full walkthrough and inspection with the customer.

Schedule any required permits/inspections before closing the job.

Ensure all materials and debris are removed from the property.

Update ServiceTitan with final job notes, photos, and close out the appointment series.

Continuity matters — the customer builds trust with the crew. Changing crews mid-job is frustrating for everyone.
Multi-day jobs tie up resources. Make sure the estimate and duration are accurate before scheduling.
If weather or supply chain issues cause delays, communicate proactively.
Coordination between dispatch, install team, and office is critical. Use Slack for real-time updates.