Multi-day installation scheduling playbook

Heat pumps, rewires, commercial cleaning turnarounds—any job that spans multiple days needs a different workflow than quick callouts. Use this playbook to keep crews aligned, materials on site, and customers in the loop.

1. Quote with blocks, not guesses

• Template line items for Day 1 (strip-out), Day 2 (install), Day 3 (commission).
• Include “float” lines so customers understand day counts may shift.
• Toolfy quote templates let you save these blocks and reuse them.

2. Build a crew matrix

| Day | Crew | Tasks | | --- | --- | --- | | Monday | Crew A (2 techs) | Strip-out + material staging | | Tuesday | Crew B (3 techs) | Install + testing | | Wednesday | Crew A + electrician | Commission + handover |

Use Toolfy’s multi-assignee jobs so each day shows the right technicians.

3. Hold spare capacity

• Create a “Flex Crew” with 1 tech who can cover overrun.
• In Toolfy scheduler, drag a hold job on Day 3 (half-day) so others know it’s blocked unless freed.

4. Reminders for multi-day jobs

• Day-before SMS for each crew with site notes.
• Customer emails for “Crew arriving tomorrow” + “Crew complete for today”.
• Add internal reminders so warehouse knows when to deliver materials.

5. Managing overruns

• If Day 2 slips, use Toolfy bulk reschedule to slide remaining tasks.
• Notify customer via the Payment Escalation Playbook (if cash milestones change).
• Log reason codes (weather, supplier delay) so you can report later.

6. Handover + follow-up

• Create a handover checklist (photos, signatures, training) inside the Toolfy job.
• Schedule a 30-day follow-up reminder to catch defects early.

Bonus: metrics to watch

• Average days vs quoted days
• % of multi-day jobs hitting the “flex crew” buffer
• Additional revenue from change orders triggered mid-project

Need help configuring multi-day templates in Toolfy? Contact support@toolfy.io and we’ll clone our sample board into your workspace.