Double bookings
Two jobs placed on the same crew at the same time, discovered when a client calls to ask where the technician is.
Dispatch · Scheduling · Routes
Custom dispatch and scheduling software for crews and field teams.
Quadra Operations Systems builds dispatch and scheduling systems that follow your own rules: which crew takes which job, in what order, in which area and on which day. Calendars, assignments, routes and job status stay connected, so a change made once is seen by everyone concerned.
Who this is for: service companies that schedule several crews or technicians every day and have outgrown shared calendars, whiteboards or a scheduling tool that does not reflect how they actually assign work.
The problem
Scheduling is where the day is won or lost.
A schedule is a set of decisions made under constraints. When those constraints live in someone’s head, the schedule is fragile.
One person holds the logic
Who can do which job, who is close by and who is overloaded is known by the dispatcher, and nobody else.
Changes do not reach everyone
A job moved in the calendar does not always reach the crew, the client or the office in time.
Driving back and forth
Jobs booked in the order they came in, rather than by area, add hours of travel over a week.
Unassigned work goes unnoticed
Requests wait in an inbox or a notebook instead of appearing in a queue of work to schedule.
No view of capacity
It is hard to see which crews have room this week before promising a date to a client.
What we build
Dispatch and scheduling built on your rules.
The components we develop for dispatch and scheduling. Each one is configured to how your company assigns work.
Crew calendars
Day, week and crew views of scheduled jobs, with time windows, durations and recurring work.
Job assignment
Assignment by crew, skill, territory or priority, following the rules your dispatcher already applies.
Availability checks
The system can check a crew’s existing bookings and availability before a job is assigned, to avoid double booking.
Unassigned queue
New requests and accepted quotes appear as work to schedule instead of waiting in an inbox.
Route planning
Jobs grouped by city, area and proximity, and ordered to reduce unnecessary travel.
Rescheduling
Moving a job updates the calendar, the crew’s list and, if you choose, notifies the client.
Client confirmations
Confirmations and day-before reminders by SMS or email according to your rules.
Online booking
Bookings made from your website can go straight to the team calendar where that fits your process.
Dispatch dashboard
Jobs today, crews active, capacity per crew, unassigned work and routes scheduled at a glance.
Routes
Smarter routes, without false promises.
Consider an illustrative week: twelve appointments, three technicians, and clients spread across Laval, Terrebonne, Blainville and Montréal. Without any grouping logic, the same crew can cross the same highway twice in one day.
A scheduling system can propose an order that takes into account the city, the area, proximity, the day, the crew, availability, priority and distance, and group the work that is worth grouping. The dispatcher keeps the final decision.
We do not claim to compute a mathematically perfect route. Real outcomes depend on traffic, availability, job durations, crews, customer constraints and the data the system holds. The goal is better ordering and less unnecessary travel.
How it connects
From request to completed job.
An illustrative path through a dispatch and scheduling system.
- Request receivedFrom a phone call, a web form or an accepted quote.
- Added to the queueThe job appears as unassigned work with its address, duration and priority.
- Crew assignedThe dispatcher picks a crew and a slot; availability is checked against existing bookings.
- Grouped by areaThe job is placed near other work in the same area when that reduces travel.
- Client confirmedA confirmation and a reminder are sent according to your rules.
- Crew informedThe job appears on the crew’s phone with address, notes and client history.
- Status updatedEn route, on site and completed statuses are visible to the office.
- Ready to invoiceThe completed job moves to invoicing without being re-entered.
Our approach
How we build.
Six phases, in this order, because each depends on the one before. We do not design a screen before understanding how a quote becomes a job, then an invoice.
- Phase 01
Analysis
We document how your company actually runs: how a client moves from the first call to the final payment, who is involved, which tools are in use and which tasks get redone by hand every week.
- Phase 02
Architecture
We define the structure of the system: modules, data, roles and permissions, automations and integrations. The expensive decisions are made here, before any code is written.
- Phase 03
Design
We design the screens for the people who will use them every day: owners and managers, office staff, field crews and, where relevant, your customers.
- Phase 04
Development
The system is built in deliverable blocks with reviews at each stage, so you see it take shape instead of waiting for a single handover at the end.
- Phase 05
Deployment
Go-live, migration of existing data, access configuration and team training, planned so day-to-day operations keep running.
- Phase 06
Evolution
The system keeps developing as the company changes: new modules, departments, automations and integrations are added without rebuilding it.
Delivery is staged, so a first usable part of the system generally arrives well before the end of the project. Read more about our approach.
Interactive demonstration
See a private system in action.
Our Private systems page includes an interactive demonstration of an operations system of the kind we build: fictional data, real architecture. Follow one client’s lifecycle from lead to payment, or explore the modules freely.
Command dashboardLeadsClientsProjectsCalendarQuotesContractsBillingPayrollAccountingTeamCommunicationsAutomationsMeetingsPortals
Demonstration data only. No real client information is shown.
FAQ
Questions business owners ask us.
Straight answers to common questions. For anything specific to your company, a 30-minute call is the fastest way to get a precise answer.
Can custom scheduling software prevent double booking?
Yes. Because all bookings are in one system, it can check a crew’s existing jobs and availability before an assignment is confirmed, and flag conflicts to the dispatcher instead of letting them reach the client.
Can dispatch, scheduling and routes be connected?
Yes. In a single system, a job’s time slot, its crew assignment and its position in a route are linked. Moving the job updates the calendar, the dispatch view and the crew’s list together.
Can the system handle recurring jobs?
Yes. Recurring visits, such as weekly service or annual maintenance, can be generated from a contract or a schedule and placed on the calendar according to your rules.
Can it connect to Google Calendar or Outlook?
Calendars are a common integration. When the calendar service provides a suitable integration path, schedules can be synchronized. The direction and scope of the synchronization are defined during analysis.
Can clients book appointments online?
Yes, when it fits your process. A booking form on your website can create the request in the system and place it on the team calendar, or add it to the queue for the dispatcher to confirm.
Will route planning always find the best possible route?
No, and we do not promise it. The system improves the order of jobs using area, proximity, availability, priority and distance. Real results depend on traffic, job durations and customer constraints, and the dispatcher keeps the final say.
Can crews see their schedule on their phones?
Yes. Crews see their assigned jobs, time windows, addresses and notes on their phones, and schedule changes appear there as soon as they are made in the office.