Why it matters
- Prevent double-bookings by matching calendar slots to the time work really takes.
- Give customers accurate arrival windows in emails and SMS reminders.
- Auto-fill job forms so the team spends less time estimating each visit.
- Improve revenue forecasts and technician utilisation reporting.
Create or update a duration template
Keep the setup simple—four quick steps and every new job uses the latest timings.
- Settings → Jobs → Duration defaults.
- Pick a template (service type) or create a new one.
- Enter work time, travel allowance, and optional buffer.
- Save. The template is available next time someone creates a job.
Sample durations
Use these as a starting point and adjust for your territory or team size.
| Service | Work | Buffer | Total |
|---|---|---|---|
| Boiler service | 1h 30m | 20m | 1h 50m |
| Emergency call-out | 1h | 30m | 1h 30m |
| Kitchen refit survey | 2h | 30m | 2h 30m |
| Garden maintenance | 3h | 30m | 3h 30m |
Job-specific buffers
- Setup and pack-down time at the property.
- Customer walkthrough or paperwork at the end of a visit.
- Allow extra minutes for specialist equipment or site access.
General protection
- Traffic or parking delays in busy areas.
- Material collection stops between jobs.
- Breathing room when technicians cover a wide geographic area.
Predictable work
15–20% buffer
Routine maintenance, standard repairs, or repeat customers with known requirements.
Variable work
25–35% buffer
Diagnostics, older properties, or multi-step installations.
High-risk jobs
40%+ buffer
Storm damage, first-time surveys, or projects with many unknowns.
Travel time handling
Automatic calculation
Let Toolfy add travel segments based on the last job location. Works best when every job has a precise address.
Manual override
Set a default travel allowance in minutes. Tweak it per job when you know traffic will be heavy or access tricky.
Team rules
Each technician can have their own travel profile—ideal if part of the team is remote or relies on public transport.
Best practices
- Review durations every quarter to capture new services or faster workflows.
- Build separate templates for express vs. premium services so expectations stay clear.
- Encourage technicians to flag visits that ran long; update the template straight after.
- Pair duration settings with map filters to cluster jobs and reduce travel time altogether.