Arrival Windows, PAT$ & Scheduling — Final SOP

0) What we guarantee

• Only a 3-hour arrival window is guaranteed.

• Options a client can choose on the Data Sheet:

  • Flexible (9–3) — no fee.

  • Paid 3-hour window: 9–12 or 12–3 — fee shown on the form (subject to change).

• If a paid 3-hour window (PAT$) can’t be met on a visit, remove/credit that visit’s PAT$ charge.

• We do not offer 1-hour windows (no exceptions).

1) Data Sheet (client-facing)

Question (single-select radios):

• ⭕ Flexible (9:00am–3:00pm arrival) — no extra fee; fastest scheduling

• ⭕ Late Morning (9:00am–12:00pm) — +$[current] per visit (subject to change; fee on form controls)

• ⭕ Afternoon (12:00pm–3:00pm) — +$[current] per visit (subject to change; fee on form controls)

Helper text:

Please select one 3-hour arrival window. Fees are subject to change and will match the amounts shown on this form.

(No PAT/one-hour options anywhere on the form.)

2) Intake workflow (after Data Sheet submit)

• Paste the full Data Sheet into Account Notes (as usual).

If Flexible (9–3):

• Charges/Tags: none.

• Account note (exact): Client flexible 9–3. PAT not required.

If paid 3-hour window (9–12 or 12–3):

• Recurring charge: “Preferred Arrival Window” (+$ per visit shown on form). its under Job and modify rates! 
  

• Service Set tag: PAT$ (single tag for paid 3-hr window)
  
  

• No extra note needed (Data Sheet already pasted).

Preferred Tech (subject to change; currently $20/visit):

• Only set if the client agrees to pay.

• Recurring charge: “Preferred Tech” $20/visit (subject to change; reflected on the form) – its under Job and modify rates! 

• Set Preferred Technician in the account’s Preferred Technician field (no tag).
  

• If they won’t pay: explain we aim for consistency when the tech is available/in-area; the fee is what allows rerouting/reschedules to guarantee their technician.

3) Master Schedule standards

• Zero conflicts per tech at all times (not just before day-start).