Before jumping into this article, we recommend you start by learning the basics of Assigning & Scheduling in Fergus.
This article covers:
Calendar Basics
The Fergus calendar gives you a complete overview of what jobs are booked, what jobs need to be booked, and who has time to do them.
The calendar consists of the following sections:
Top Navigation Panel: Navigate between dates and customize your calendar view.
Staff List: Filter and sort by individual staff members or groups.
Job List: Displays all active jobs, ready for drag-and-drop scheduling.
Schedule: This is where scheduled events are displayed.
Easily switch between day, week, and different calendar orientations—horizontal or vertical—based on your preference:
Horizontal View: Time is displayed across the top, while staff members appear vertically.
Vertical View: Time runs down the left side, with staff members displayed horizontally.
You can collapse or expand the staff and job drawers to maximise your viewing area.
The Staff List
Depending on your preference, staff may appear vertically or horizontally on the screen. You can customise how they are displayed in your calendar in several ways:
Remove Staff: To hide a staff member from the calendar entirely, adjust their visibility in their user settings. (Go to Settings > Users > Select a user > Settings > Show user in calendar).
Filter Staff: Use the filter button in the top left to display all staff, user groups, or individual team members.
Sort Staff: You can sort staff by first name (A-Z), last name (A-Z), or customise the order by dragging and arranging them to match your preferred display.
The Job List
The Job List on the right side of the calendar displays all active jobs by default, which are those not yet invoiced. You can search this list by entering the job number, title, customer name, or site address.
Several filters are available for this list:
Unassigned: Jobs that have been created but not yet assigned or scheduled to any staff. These are divided into job phases or quotes/estimates.
Assigned: Jobs that have been assigned to staff or groups but not yet scheduled in the calendar.
Need to Return: Jobs where staff have indicated they need to return, making them ready to be rescheduled.
Selecting a staff member from the staff list will filter the job list to show only their assigned jobs for easy scheduling.
Selecting a job from the list allows you to view assigned team members, customer and site details, and whether the job has been scheduled previously. You can also open the job in a new tab by clicking on the hyperlink.
Job Events and Status'
A job event is automatically titled with the job number and job title by default. You can assign one or more staff members to attend the event, which will be scheduled with a specific start and end time on a chosen date. Events can also be set to repeat at a regular interval—learn how to set up recurring events here.
Each job event card displays the event title, customer name, and site address. To view or edit event details, simply click on the event in the schedule. You can add additional staff members to the event directly from the pop-up window.
An event can have one or more statuses, displayed as badges on the event cards in the schedule:
Grouped: When multiple staff members are assigned to the same event, it becomes grouped. Any changes made to the event can be applied to all assigned staff or just specific individuals.
Recurring: This badge appears when the event has a repeating schedule.
Work Complete: If a staff member records their time and marks the job as complete, this badge will appear, indicating no further scheduling is required.
To Return: This badge indicates that a staff member has marked the job as requiring a return visit, signalling that it needs to be rescheduled.
Google: This badge indicates the calendar event is coming from your Google calendar. Learn how to connect your Google Calendar here
How to Schedule a Custom Event
Custom events are useful for scheduling placeholder jobs or non-job-related activities, such as Annual Leave or Toolbox Talks. To create a custom event in the Fergus Calendar, simply select a time slot and enter the event details.
If needed, you can easily convert a custom event into a job by clicking the "Convert to Job" button in the top-right corner of the event.
How to Edit an Event
To resize an event, click and drag the start or end of the event. To move it, simply drag and drop it to a new time slot or assign it to a different staff member.
Double-click on an event in the schedule or select "Edit Event" from the pop-up to open the Edit Event Drawer. From there, you can update the event title, assigned staff, dates, times, and recurring settings.
If a job event is grouped or recurring, you may be asked if you want to make the changes for all assigned staff members or for all instances of the event.
Settings & Permissions
Access your calendar settings by clicking the gear icon in the top-right corner of the page. In these settings, you can choose to hide or display the unassigned row in the schedule. If you've enabled a Google Calendar integration, this is also where you can toggle its visibility. Learn how to connect your Google Calendar here
Several permissions determine what Fergus users can and cannot do with the calendar. These can be set under Settings > Users > Select a user > Permissions > Calendar.
Business hours
By default, these are set to Monday to Friday, 5am to 5pm. Non-business hours are greyed out in the calendar.
Profile photos and colours
Full Users can also edit the colours and photos of their staff. This profile colour will be used to highlight your events on the calendar screen. Find out how to set up your user profiles here
Notifications
Users can choose to receive notifications when their assignments/events change. These will be shown in the notifications section of Fergus and an alert will be sent via push notification in the Fergus Go app if these are enabled.
Notifications can be sent when:
Notify me when a job phase is assigned to me
Notify me when there's a change to today's calendar events.