Avoid Scheduling Conflicts
Toolfy warns you when jobs overlap or overload a technician. Learn how to interpret the alerts, fix clashes fast, and set rules that prevent them in the first place.
What triggers a conflict
- Two jobs overlap for the same technician or team member.
- Jobs booked back-to-back with no travel buffer.
- Equipment/vehicle assigned to multiple jobs at once.
- Technician scheduled outside their working hours or during time off.
Warnings you’ll see
- Red border: direct overlap—jobs share the same time window.
- Yellow border: tight turnaround—Toolfy flags potential travel issues.
- Orange warning icon: technician availability or skill mismatch.
- Popup alert: appears while you’re creating a conflicting job so you can fix it immediately.
Resolve conflicts
- Drag the job to a free slot—Toolfy updates the schedule.
- Reassign to another available technician (use the conflict modal suggestions).
- Extend or reduce job duration so it fits between existing work.
- Split a larger job into multiple visits if time is too tight.
Need inspiration? The conflict modal suggests smart fixes so you don’t have to hunt through the calendar.
- Next available slot for the same technician.
- Alternative team members who are free at that time.
- Nearby time slots on the same day with travel buffers included.
- Automatic buffer addition (travel/cleanup) between two jobs.
Prevent clashes before they happen
- Set individual working hours and mark time off in Settings → Team → Availability.
- Use realistic job durations and template defaults so bookings reflect actual work time.
- Enable travel buffers for technicians who cover large areas.
- Cluster jobs geographically using map filters before you drop them on the schedule.
Common scenarios
Emergency call-out
- Check the Day view for the nearest technician with buffer time.
- Drag the urgent job into the gap; Toolfy highlights any resulting clash.
- Use the conflict suggestions to move less urgent visits and notify customers automatically.
Technician calls in sick
- Mark them unavailable (Team → Availability).
- Toolfy highlights all affected jobs in red.
- Bulk reassign using the conflict modal; customers receive updated appointment emails.
Customer reschedule request
- Open the job and click Reschedule.
- Review suggested slots that won’t cause conflicts.
- Confirm with the customer—Toolfy updates the booking and clears the warning.