What Are AI Dispatch Suggestions?
When you have unassigned jobs, the AI Dispatcher analyzes your technicians' schedules, skills, and locations to recommend who should handle each job. Every suggestion comes with a color-coded badge showing how confident the AI is:
Green badge (APPROVE) — Perfect match, no issues detected
Yellow badge (REVIEW) — Minor concerns, customer call recommended
Red badge (DO NOT APPROVE) — Critical problem that must be fixed first
When to Accept a Suggestion
✅ Green Badge: Click Approve
When you see a green "APPROVE" badge, the AI has verified everything checks out:
The technician has the right skills — Example: You need someone HVAC-certified for an AC repair, and the suggested tech has that certification
No schedule conflicts — They're not already booked at that time
Travel time makes sense — They can drive from their previous job and arrive on time (usually within 60 minutes)
Customer's preferred time window — Appointment is within 0-1 business days of when the customer asked for
Example: Customer in downtown requests a plumbing leak repair for tomorrow morning. Your plumber Mike is certified for leak repairs, has a job finishing at 9:00 AM nearby, and can arrive by 9:45 AM. The AI shows a green APPROVE badge—just click it and you're done.
Time-saver: Use the "Approve All" button at the top to approve multiple green-badge jobs at once. This can save you 5-10 minutes when processing a morning's worth of assignments.
✅ Yellow Badge: Call the Customer First
Yellow "REVIEW" badges mean the assignment could work, but you should confirm with the customer first. Common reasons:
Arriving later than requested — Customer wanted service Tuesday, best available slot is Thursday (2-3 business days late)
Tight schedule — Technician has back-to-back jobs with little buffer time for delays
Special notes on the job — Customer mentioned specific requirements in their request
Example: Customer requested electrical panel inspection for Monday. Your electrician Sarah is fully booked Monday and Tuesday, with the first opening on Wednesday afternoon. The AI shows a yellow REVIEW badge because that's 2 days later than requested. Call the customer: "Hi, our earliest available electrician can come Wednesday at 2 PM. Does that work?" If yes, click Approve. If not, click Reassign to find another option.
After calling, click "Review & Call" to log what the customer said, then approve or reassign based on their answer.
When to Reject a Suggestion
❌ Red Badge: Fix the Problem First
Red "DO NOT APPROVE" badges mean something is seriously wrong. Never approve these without fixing the issue:
Double-booking — "Overlaps with Job #4523" means your tech is already assigned to another job at the same time
Impossible travel — "45min drive but only 20min available" means they physically can't make it from their previous job on time
Missing skills — "Technician lacks HVAC EPA certification" means the person doesn't have the required license for the work
Way too late — Customer requested service over a week ago and you're 8+ business days behind
Real scenario: Emergency water heater replacement requested for 9 AM. The AI suggests your plumber Carlos, but shows a red badge: "Overlaps with Job #4521 — Carlos is installing a new sink 9:00-11:00 AM." You have two options:
Reassign the water heater to a different plumber
Reschedule the sink installation to the afternoon
Click "Reassign" and the AI will show you alternative technicians or time slots.
Common Issues and Fixes
What You See | What It Means | How to Fix It |
"Overlaps with Job #1234" | Tech is double-booked | Reassign one of the jobs to someone else, or move one to a different time |
"45min drive but only 20min" | Not enough travel time | Add buffer time between jobs, or assign to a closer technician |
"Lacks HVAC certification" | Wrong tech for the job | Assign to someone with the required license |
"8 business days late" | Way past customer's request | Call customer to apologize and confirm new date, or prioritize this job higher |
What Happens After You Approve or Reject?
After Clicking "Approve"
The job locks into that technician's schedule
Your technician gets a push notification on their mobile app: "New job assigned: AC repair at 123 Oak St, 10:00 AM"
The customer receives an automated text or email: "Your HVAC technician will arrive tomorrow at 10:00 AM"
The job appears on the technician's calendar and daily route
Auto Mode: If you've enabled Auto Mode in settings, green-badge jobs are automatically approved every 15 minutes without you clicking anything. This is useful for high-volume businesses that trust the AI's judgment on simple assignments.
After Clicking "Reassign"
A panel opens showing 2-3 alternative options
Each option shows the trade-offs: "Option A: Same-day arrival but 30min more travel" or "Option B: Next-day arrival with better skills match"
Pick the best alternative, or manually drag the job to a different time slot on the calendar
The AI re-checks the new assignment for conflicts
Best Practices
🎯 Trust Green Badges
The AI has already checked skills, travel times, certifications, and availability. If it's green, it's safe to approve. The system processes dozens of factors faster than manual review—let it do the heavy lifting.
📞 Always Call for Yellow Badges
A quick 30-second call prevents cancellations. Customers appreciate you confirming rather than assuming. Example script: "Hi, this is [Name] from [Company]. We have your request for [service]. Our earliest available technician can come [day/time]. Does that work for you?"
🚫 Never Approve Red Badges
Critical issues like double-bookings or impossible travel times will cause real-world problems—missed appointments, angry customers, or technicians running late all day. Always fix red-badge issues before approving.
⚡ Use Batch Actions for High Volume
If you have 20+ jobs waiting, use the Batch Action Panel at the top:
"Approve All 15 Jobs" — Approves all green badges at once
"Review 8 Jobs" — Opens a workflow to call customers for all yellow badges in sequence
"Fix 3 Issues" — Shows all red-badge conflicts with quick-fix options
This workflow lets you process 50+ assignments in under 10 minutes.
📊 Watch AI Confidence Scores
Each suggestion shows a confidence percentage:
90-100%: Excellent match—approve confidently
70-89%: Good match with minor trade-offs (e.g., slightly longer drive)
50-69%: Moderate fit—check the reasoning to see what's not ideal
Below 50%: Poor match—usually better to pick an alternative
🔄 Check Alternative Suggestions
Before rejecting, look at the 2-3 alternatives shown below the main suggestion. Sometimes a small adjustment is better than fully reassigning. Example: "Technician A arrives at 10 AM with 85% confidence. Technician B arrives at 11 AM with 95% confidence." The extra hour might be worth the better match.
📅 Balance Technician Workload
Each suggestion card shows the technician's current day:
Jobs count: How many jobs they already have
Total hours: Their full workday including drive time
If someone already has 7+ jobs or a 10+ hour day, consider spreading work to other technicians even if the AI suggests them. Overloaded techs are more likely to run late or make mistakes.
Quick Decision Guide
Look at the badge color
🟢 Green → Click "Approve" (or add to batch approval)
🟡 Yellow → Click "Review & Call" to confirm with customer
🔴 Red → Click "Reassign" or fix the issue first
Read the one-line reason — "Perfect match, no conflicts" or "Tight schedule, call customer"
Check the confidence score — Higher is better (aim for 80%+)
Review any red conflict boxes — These show specific problems like overlaps or travel issues
Act: Approve, call, or reassign
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Remember: The AI learns from your decisions. The more you approve good suggestions and reject bad ones, the smarter it gets at understanding your preferences—like which technicians you prefer for certain neighborhoods or which customers are flexible on timing.