Arrival Windows with Provider-Based Capacity | FieldCamp

Set up arrival windows with automatic provider-based capacity in FieldCamp. The system calculates available slots from service duration, travel time, and team size.

Provider-based capacity automatically calculates how many jobs fit in each arrival window based on service duration, travel time, and team availability. This is the best option for businesses that want intelligent, hands-off scheduling that adapts as your team and bookings change.

If you prefer to set exact booking limits yourself instead of using automatic calculations, see Arrival Windows with Manual Capacity. For exact appointment times rather than windows, check out Fixed Time Scheduling.

What Is Provider-Based Capacity?

Provider-based capacity automatically calculates how many jobs can fit within each arrival window. The system considers service duration, travel time between jobs, and team availability to optimize your schedule.

Example: For a 2-hour window with 45-minute services, the system calculates how many jobs are possible based on travel time and technician availability.

How It Works

The Smart Calculation Engine

The system automatically factors in five key elements when determining capacity:

Service Duration — How long each job takes to complete
Travel Time — Driving time between customer locations
Team Availability — Number of technicians working
Buffer Time — Extra time for delays or setup
Geographic Distribution — How spread out customers are

Real-Time Optimization

As customers book appointments, the system continuously adjusts:

Capacity updates dynamically with each booking
Routes optimize for minimal travel time
Team assignments balance automatically
Available slots reflect real-time capacity

Configuration Steps

Make sure you have completed Setting Up Online Booking before configuring your scheduling format.

Step 1: Set Up Arrival Windows

Navigate to Service Area Settings and select your configuration.

Choose your window length between 1-4 hours
Set how often new slots start (15, 30, or 60 minutes)
Select "Arrival Windows" as your scheduling format
Choose "Provider-Based" for capacity mode

Step 2: Configure Service Parameters

Define the key timing elements for accurate capacity calculation.

Service Duration — Average time to complete each service
Travel Buffer — Additional percentage for travel between jobs
Setup Time — Minutes needed for equipment preparation

Step 3: Assign Your Team

Connect team members to service areas for capacity calculation.

Assign technicians to specific service areas
Set individual working schedules
Configure any skill requirements or specializations

Calculation Examples

Example 1: HVAC Maintenance

Service Configuration:

Service Duration: 45 minutes
Average Travel Time: 15 minutes
Setup Time: 10 minutes
Window Length: 2 hours (120 minutes)
Available Team: 1 technician

Calculation Process:

Total time per job equals 45 + 15 + 10 = 70 minutes. With a 120-minute window, the system calculates 120 / 70 = 1.7, rounding down to 1 job.

Result: System shows 1 available slot for the 9:00 AM - 11:00 AM window.

Example 2: Home Cleaning Service

Service Configuration:

Service Duration: 90 minutes
Average Travel Time: 20 minutes
Setup Time: 5 minutes
Window Length: 4 hours (240 minutes)
Available Team: 2 cleaners

Calculation Process:

Total time per job equals 90 + 20 + 5 = 115 minutes. Each cleaner can complete 240 / 115 = 2.08, rounding to 2 jobs. With 2 team members, total capacity is 4 jobs.

Result: System shows 4 available slots for the 8:00 AM - 12:00 PM window.

Setup Walkthrough

Basic Configuration

Start in Service Area settings to define your coverage zone. Choose your area type and set boundaries. Select "Arrival Windows" as your scheduling format. Choose "Provider-Based" for automatic capacity calculation.

Service Parameters

Enter your average service duration in minutes
Set a travel buffer percentage (10-25% recommended)
Add setup or breakdown time if needed
Save your configuration to activate

Team Setup

Assign team members to each service area
Configure individual working schedules
Set skill levels if certain services need specific technicians
Review and confirm all assignments

Provider-based capacity is only as accurate as the data you provide. If your actual service times are consistently longer than configured, customers may experience delays. Review your service durations and travel buffers after the first few weeks of bookings and adjust as needed.

Testing and Optimization

Run test bookings to verify capacity calculations. Monitor how actual times compare to predictions. Adjust parameters based on real-world performance. Fine-tune settings for optimal efficiency.

Arrival Windows with Manual Capacity — set exact booking limits per window instead of automatic calculation
Fixed Time Scheduling — offer precise appointment times instead of arrival windows
Setting Up Online Booking — complete initial booking configuration
Team Management — manage team members and schedules that feed into capacity

Arrival Windows with Provider-Based Capacity | FieldCamp

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