Why smart assignment matters
Right person, right job
Match technician skills, certifications, and availability so every visit is completed first time.
Instant notifications
Technicians receive alerts the moment work lands on their schedule—no calls or manual follow-up.
Clear accountability
Everyone knows who owns each job; no double booking or guessing if work was picked up.
Balanced workload
Preview each technician’s day in the schedule before you assign more work.
Customer preferences
Record favourite technicians and honour the request with one click.
Route optimisation
Group nearby jobs to reduce drive time and fuel costs across the day.
Four ways to assign jobs
Assign while creating a job
- Click “New job” and complete the job form.
- Use the “Assigned to” dropdown to pick a technician and check for conflicts already on their day.
- Save—Toolfy sends the assignment notification.
Assign from the schedule
- Open Schedule and locate the grey “Unassigned” job.
- Click the job, choose Assign, then pick the technician.
- The job recolours to match the technician’s colour code.
Drag and drop on Team Schedule
- Switch to Team Schedule to view each technician in a column.
- Drag the job from the unassigned lane into the technician’s column.
- Drop it in the correct time slot to confirm the assignment.
Bulk assign from the Jobs list
- Filter the Jobs list to “Unassigned”.
- Tick multiple jobs, choose Bulk Actions → Assign.
- Select a technician and apply—everything updates in one move.
Before you assign, double-check
- Availability – is the technician working at that time?
- Skill match – do they have the qualifications this job requires?
- Location – are they already in the area to minimise travel?
- Workload – how many jobs are already assigned today?
- Customer preference – has the customer requested a specific technician?
- Equipment – do they have the tools or van required for the job?
- Authorisation – are they approved to handle the job value or risk level?
Technician notifications
Assignments trigger alerts so technicians know exactly what’s on their day.
Mobile push notification
Instant alert in the Toolfy mobile app.
Email summary
Full job details including customer information and schedule link.
SMS message (optional)
Quick text notification when SMS alerts are enabled.
Dashboard notification
Appears in the technician’s Today view and job list.
Example notification
New job assigned!
Customer: John Smith
Address: 123 Main Street
Time: Tomorrow 9:00 AM
Service: Boiler repair
View details in Toolfy →
Reassign jobs
Open the job, click the technician’s name, choose “Reassign”, pick the new technician, and add an optional reason. Toolfy notifies both technicians immediately.
Technician calls in sick
Filter the Jobs list by the unavailable technician, select affected jobs, and bulk reassign to available team members. Customers are notified automatically if alerts are enabled.
Running behind schedule
Drag afternoon jobs from the overloaded technician to another team member in Team Schedule to rebalance the day.
Skill requirement changes
If the job requires a certified engineer, reassign to the qualified technician and log the reason for audit history.
Customer requests a favourite tech
Check availability, reassign if possible, and note the preference so future bookings remember it.
Team workload at a glance
Use the Team view to check each person’s day before adding more jobs.
- Open the Team view to see each technician’s column side-by-side.
- Scan the number of jobs and travel gaps before dropping new work in.
- Click any technician for a detailed timeline.
- Drag jobs between technicians to rebalance.
Auto-assignment (optional)
Settings → Jobs lets Toolfy suggest assignments automatically. Review suggestions before confirming high-value or specialist work.
Round-robin
Distribute jobs evenly across the team.
By zone
Assign based on service area or region.
By skill
Match job type to technician expertise.
Preferred technician
Automatically honour saved customer preferences.
Least busy
Send jobs to the technician with the lightest schedule.
Manual only
Keep full control—no automated assignment (default).
History & unassigned jobs
See who changed what
- Open any job and switch to the History tab.
- Review the timeline showing who assigned or reassigned the job, when, and why.
Stay on top of unassigned work
- Dashboard alerts highlight today’s unassigned jobs.
- Upcoming jobs without a technician turn red on the schedule.
- Daily reminder emails recap tomorrow’s unassigned work.
- Use the Unassigned filter to triage everything at once.
Best practices
- Assign work as soon as it’s booked so technicians can prepare.
- Balance daily workload—avoid stacking too much on one technician.
- Cluster nearby jobs to reduce drive time.
- Log gate codes, parking info, or special requirements in the job notes.
- Review tomorrow’s assignments at the end of each day.
- Always communicate changes to both the technician and the customer.
Troubleshooting
Can’t assign a job
- Ensure your role has assign permissions (Settings → Roles).
- Check the technician is active and not archived.
- Confirm the job isn’t already completed or cancelled.
- Look for overlapping jobs at the same time slot.
Technician not receiving notifications
- Ask them to enable push notifications in the Toolfy mobile app.
- Verify their email address and mobile number are correct.
- Check the notification preferences in their profile.
- Confirm they’re signed in on the correct device and using the latest app version.
Need a hand? Email support@toolfy.io.