Job Duration Settings

Configure job durations, buffer times, and travel allowances to create accurate schedules and improve efficiency.

Why Set Job Duration?

Accurate job duration settings help you schedule efficiently, avoid overbooking, and set realistic customer expectations.

✓ Benefits

• Better schedule planning
• Realistic customer expectations
• Avoid double-booking conflicts
• Improved team productivity
• More accurate quotes and pricing
• Professional appointment management

Duration Components

• Estimated work time
• Buffer time for delays
• Travel time between jobs
• Setup and cleanup time
• Material procurement time
• Customer consultation time

Smart Scheduling

Toolfy uses your duration settings to automatically prevent scheduling conflicts and optimize your daily routes.

Setting Default Job Durations

Configure default durations for different types of jobs to speed up scheduling.

Creating Service Duration Templates

Go to Settings → Job Templates

Access your job template configuration

Click "Add Service Template"

Create a new template for a specific service type

Enter Service Details

Add service name, description, and estimated duration

Set Duration Components

Configure work time, buffer time, and travel allowances

Save Template

Template will be available when creating new jobs

Common Service Duration Examples

Service Type	Work Time	Buffer	Total
Boiler Service	1h 30m	30m	2h
Tap Repair	45m	15m	1h
Bathroom Installation	6h	2h	8h
Emergency Callout	1h	30m	1h 30m
Electrical Safety Check	2h	30m	2h 30m
Garden Maintenance	3h	30m	3h 30m

Buffer Time Configuration

Add buffer time to account for delays, unexpected complications, and setup requirements.

Types of Buffer Time

Job-Specific Buffers

• Setup and preparation time
• Tool and equipment organization
• Site access and security
• Customer consultation and explanation
• Documentation and paperwork
• Cleanup and site restoration

General Buffers

• Traffic delays and parking
• Material procurement stops
• Unexpected complications
• Customer requests or changes
• Weather-related delays
• Emergency call interruptions

Recommended Buffer Percentages

Standard Jobs (15-25% buffer)

Routine services with predictable requirements

• Routine maintenance: 15%

• Basic repairs: 20%

• Inspections: 15%

• Standard installations: 25%

Complex Jobs (30-50% buffer)

Jobs with potential complications or unknowns

• Diagnostic work: 30%

• Old building work: 40%

• Custom installations: 35%

• Emergency repairs: 50%

High-Risk Jobs (50%+ buffer)

Jobs with high uncertainty or complexity

• Problem diagnosis: 50%

• Structural work: 60%

• First-time services: 50%

• Weather-dependent work: 75%

Configuring Buffer Settings

Go to Settings → Scheduling

Access scheduling configuration options

Set Default Buffer Percentages

Configure default buffers for different job types

Enable Automatic Buffer

Let Toolfy automatically apply buffers based on job type

Override Per Job

Adjust buffer time for specific jobs as needed

Travel Time Management

Factor in travel time between jobs to create realistic schedules and optimize routes.

Travel Time Calculation

Automatic Calculation

• Based on actual distances
• Considers traffic patterns
• Adjusts for time of day
• Updates with real-time data
• Accounts for vehicle type

Manual Override

• Set specific travel times
• Account for local knowledge
• Include parking time
• Factor in equipment loading
• Consider access restrictions

Travel Time Settings

Enable Travel Time Calculation

Turn on automatic travel time in scheduling settings

Set Home Base Location

Define your office/warehouse as starting point

Configure Travel Speeds

Set average speeds for urban, suburban, and motorway travel

Add Padding Time

Include extra time for parking, equipment, and setup

Route Optimization

Smart Route Planning:

Toolfy can automatically optimize your daily route to minimize travel time and fuel costs.

• Clusters nearby jobs together
• Considers appointment time preferences
• Minimizes backtracking and wasted travel
• Factors in traffic patterns for optimal timing
• Provides turn-by-turn navigation integration

Travel Time Examples

Area Type	Average Speed	5 Miles	10 Miles	+ Padding
City Center	15 mph	20m	40m	+10m
Urban Area	25 mph	12m	24m	+5m
Suburban	35 mph	9m	17m	+5m
Rural/Motorway	50 mph	6m	12m	+3m

Setting Individual Job Durations

Override default settings for specific jobs that require different timing.

When Creating a New Job

Start Creating Job

Click "New Job" from your jobs dashboard

Select Service Template (Optional)

Choose from your pre-configured service types

Adjust Duration Settings

Modify estimated time, buffer, and travel as needed

Schedule Job

Toolfy will use your custom duration for scheduling

Modifying Existing Job Duration

Open Job Details

Click on the job you want to modify

Click "Edit Duration"

Find the duration settings in job details

Update Time Estimates

Adjust based on new information or requirements

Update Schedule

Toolfy will check for conflicts and adjust schedule accordingly

Dynamic Duration Factors

Factors that Increase Time

• Customer is elderly or requires extra explanation
• Access is difficult (stairs, narrow passages)
• Old building with potential complications
• First-time customer needing full service
• Complex or custom work requirements
• Weather conditions affecting work

Factors that Decrease Time

• Repeat customer with known requirements
• Easy access and modern building
• All materials and tools prepared in advance
• Customer unavailable (key safe access)
• Simple, straightforward work scope
• Experienced team member assigned

Duration Analytics & Improvement

Track actual vs. estimated times to improve future scheduling accuracy.

Tracking Actual vs. Estimated Times

Enable Time Tracking

Turn on job time tracking for your team

Record Start/End Times

Team members log actual job start and completion times

Review Duration Reports

Analyze estimates vs. actual times in Reports section

Key Performance Metrics

Accuracy Metrics

• Average estimation accuracy percentage
• Jobs completed within estimated time
• Most accurate service types
• Estimation accuracy by team member
• Seasonal accuracy variations

Efficiency Metrics

• Jobs per day by team member
• Total travel time reduction
• Schedule utilization percentage
• Customer waiting time reduction
• Same-day completion rates

Improving Duration Estimates

Continuous Improvement Process:

• Review monthly accuracy reports and identify patterns
• Update service templates based on actual historical data
• Adjust buffer percentages for consistently over/under-running jobs
• Train team on accurate time recording practices
• Consider customer-specific or location-specific adjustments
• Factor in seasonal variations and holiday impacts

Troubleshooting

Jobs Consistently Running Over Time

If jobs regularly take longer than estimated:

• Review your service templates and increase base durations
• Increase buffer percentages for affected job types
• Check if team needs additional training or tools
• Consider if you're underestimating job complexity
• Factor in more time for customer interaction
• Review travel time calculations for accuracy

Schedule Conflicts from Duration Changes

If changing job durations creates scheduling conflicts:

• Use Toolfy's automatic conflict detection
• Enable flexible scheduling to auto-adjust conflicts
• Review daily schedules before making duration changes
• Consider moving affected jobs to different time slots
• Communicate changes to customers proactively
• Build in extra gap time between jobs

Team Not Recording Accurate Times

If team members aren't tracking time accurately:

• Provide training on time tracking importance
• Make time recording simple with one-click options
• Set reminders for start/stop time recording
• Review time tracking reports with team regularly
• Consider automatic location-based time tracking
• Incentivize accurate time recording

Travel Time Calculations Inaccurate

If travel time estimates are consistently wrong:

• Update travel speed settings for different areas
• Increase padding time for parking and setup
• Check if routing considers current traffic data
• Factor in equipment loading/unloading time
• Consider rush hour and school time impacts
• Review and update home base location if moved

Best Practices

✓ Recommended

• Start with conservative duration estimates
• Always include appropriate buffer time
• Track actual times to improve accuracy
• Adjust estimates based on historical data
• Consider customer and location factors
• Train team on accurate time recording
• Review and update templates regularly
• Factor in travel and setup time

✗ Avoid

• Setting unrealistically short durations
• Ignoring buffer time for complications
• Not tracking actual vs. estimated times
• Using same duration for all job types
• Forgetting travel time between jobs
• Not adjusting for team member experience
• Overlooking seasonal and weather factors
• Creating overly tight schedules without flexibility

Scheduling Management

Job Management

Need Help Optimizing Your Schedule?

Our team can help you configure job durations and optimize your scheduling for maximum efficiency and customer satisfaction.

Get Scheduling Help Browse Help Center

Job Duration Settings

Configure job durations, buffer times, and travel allowances to create accurate schedules and improve efficiency.

Why Set Job Duration?

Accurate job duration settings help you schedule efficiently, avoid overbooking, and set realistic customer expectations.

✓ Benefits

• Better schedule planning
• Realistic customer expectations
• Avoid double-booking conflicts
• Improved team productivity
• More accurate quotes and pricing
• Professional appointment management

Duration Components

• Estimated work time
• Buffer time for delays
• Travel time between jobs
• Setup and cleanup time
• Material procurement time
• Customer consultation time

Smart Scheduling

Toolfy uses your duration settings to automatically prevent scheduling conflicts and optimize your daily routes.

Setting Default Job Durations

Configure default durations for different types of jobs to speed up scheduling.

Creating Service Duration Templates

Go to Settings → Job Templates

Access your job template configuration

Click "Add Service Template"

Create a new template for a specific service type

Enter Service Details

Add service name, description, and estimated duration

Set Duration Components

Configure work time, buffer time, and travel allowances

Save Template

Template will be available when creating new jobs

Common Service Duration Examples

Service Type	Work Time	Buffer	Total
Boiler Service	1h 30m	30m	2h
Tap Repair	45m	15m	1h
Bathroom Installation	6h	2h	8h
Emergency Callout	1h	30m	1h 30m
Electrical Safety Check	2h	30m	2h 30m
Garden Maintenance	3h	30m	3h 30m

Buffer Time Configuration

Add buffer time to account for delays, unexpected complications, and setup requirements.

Types of Buffer Time

Job-Specific Buffers

• Setup and preparation time
• Tool and equipment organization
• Site access and security
• Customer consultation and explanation
• Documentation and paperwork
• Cleanup and site restoration

General Buffers

• Traffic delays and parking
• Material procurement stops
• Unexpected complications
• Customer requests or changes
• Weather-related delays
• Emergency call interruptions

Recommended Buffer Percentages

Standard Jobs (15-25% buffer)

Routine services with predictable requirements

• Routine maintenance: 15%

• Basic repairs: 20%

• Inspections: 15%

• Standard installations: 25%

Complex Jobs (30-50% buffer)

Jobs with potential complications or unknowns

• Diagnostic work: 30%

• Old building work: 40%

• Custom installations: 35%

• Emergency repairs: 50%

High-Risk Jobs (50%+ buffer)

Jobs with high uncertainty or complexity

• Problem diagnosis: 50%

• Structural work: 60%

• First-time services: 50%

• Weather-dependent work: 75%

Configuring Buffer Settings

Go to Settings → Scheduling

Access scheduling configuration options

Set Default Buffer Percentages

Configure default buffers for different job types

Enable Automatic Buffer

Let Toolfy automatically apply buffers based on job type

Override Per Job

Adjust buffer time for specific jobs as needed

Travel Time Management

Factor in travel time between jobs to create realistic schedules and optimize routes.

Travel Time Calculation

Automatic Calculation

• Based on actual distances
• Considers traffic patterns
• Adjusts for time of day
• Updates with real-time data
• Accounts for vehicle type

Manual Override

• Set specific travel times
• Account for local knowledge
• Include parking time
• Factor in equipment loading
• Consider access restrictions

Travel Time Settings

Enable Travel Time Calculation

Turn on automatic travel time in scheduling settings

Set Home Base Location

Define your office/warehouse as starting point

Configure Travel Speeds

Set average speeds for urban, suburban, and motorway travel

Add Padding Time

Include extra time for parking, equipment, and setup

Route Optimization

Smart Route Planning:

Toolfy can automatically optimize your daily route to minimize travel time and fuel costs.

• Clusters nearby jobs together
• Considers appointment time preferences
• Minimizes backtracking and wasted travel
• Factors in traffic patterns for optimal timing
• Provides turn-by-turn navigation integration

Travel Time Examples

Area Type	Average Speed	5 Miles	10 Miles	+ Padding
City Center	15 mph	20m	40m	+10m
Urban Area	25 mph	12m	24m	+5m
Suburban	35 mph	9m	17m	+5m
Rural/Motorway	50 mph	6m	12m	+3m

Setting Individual Job Durations

Override default settings for specific jobs that require different timing.

When Creating a New Job

Start Creating Job

Click "New Job" from your jobs dashboard

Select Service Template (Optional)

Choose from your pre-configured service types

Adjust Duration Settings

Modify estimated time, buffer, and travel as needed

Schedule Job

Toolfy will use your custom duration for scheduling

Modifying Existing Job Duration

Open Job Details

Click on the job you want to modify

Click "Edit Duration"

Find the duration settings in job details

Update Time Estimates

Adjust based on new information or requirements

Update Schedule

Toolfy will check for conflicts and adjust schedule accordingly

Dynamic Duration Factors

Factors that Increase Time

• Customer is elderly or requires extra explanation
• Access is difficult (stairs, narrow passages)
• Old building with potential complications
• First-time customer needing full service
• Complex or custom work requirements
• Weather conditions affecting work

Factors that Decrease Time

• Repeat customer with known requirements
• Easy access and modern building
• All materials and tools prepared in advance
• Customer unavailable (key safe access)
• Simple, straightforward work scope
• Experienced team member assigned

Duration Analytics & Improvement

Track actual vs. estimated times to improve future scheduling accuracy.

Tracking Actual vs. Estimated Times

Enable Time Tracking

Turn on job time tracking for your team

Record Start/End Times

Team members log actual job start and completion times

Review Duration Reports

Analyze estimates vs. actual times in Reports section

Key Performance Metrics

Accuracy Metrics

• Average estimation accuracy percentage
• Jobs completed within estimated time
• Most accurate service types
• Estimation accuracy by team member
• Seasonal accuracy variations

Efficiency Metrics

• Jobs per day by team member
• Total travel time reduction
• Schedule utilization percentage
• Customer waiting time reduction
• Same-day completion rates

Improving Duration Estimates

Continuous Improvement Process:

• Review monthly accuracy reports and identify patterns
• Update service templates based on actual historical data
• Adjust buffer percentages for consistently over/under-running jobs
• Train team on accurate time recording practices
• Consider customer-specific or location-specific adjustments
• Factor in seasonal variations and holiday impacts

Troubleshooting

Jobs Consistently Running Over Time

If jobs regularly take longer than estimated:

• Review your service templates and increase base durations
• Increase buffer percentages for affected job types
• Check if team needs additional training or tools
• Consider if you're underestimating job complexity
• Factor in more time for customer interaction
• Review travel time calculations for accuracy

Schedule Conflicts from Duration Changes

If changing job durations creates scheduling conflicts:

• Use Toolfy's automatic conflict detection
• Enable flexible scheduling to auto-adjust conflicts
• Review daily schedules before making duration changes
• Consider moving affected jobs to different time slots
• Communicate changes to customers proactively
• Build in extra gap time between jobs

Team Not Recording Accurate Times

If team members aren't tracking time accurately:

• Provide training on time tracking importance
• Make time recording simple with one-click options
• Set reminders for start/stop time recording
• Review time tracking reports with team regularly
• Consider automatic location-based time tracking
• Incentivize accurate time recording

Travel Time Calculations Inaccurate

If travel time estimates are consistently wrong:

• Update travel speed settings for different areas
• Increase padding time for parking and setup
• Check if routing considers current traffic data
• Factor in equipment loading/unloading time
• Consider rush hour and school time impacts
• Review and update home base location if moved

Best Practices

✓ Recommended

• Start with conservative duration estimates
• Always include appropriate buffer time
• Track actual times to improve accuracy
• Adjust estimates based on historical data
• Consider customer and location factors
• Train team on accurate time recording
• Review and update templates regularly
• Factor in travel and setup time

✗ Avoid

• Setting unrealistically short durations
• Ignoring buffer time for complications
• Not tracking actual vs. estimated times
• Using same duration for all job types
• Forgetting travel time between jobs
• Not adjusting for team member experience
• Overlooking seasonal and weather factors
• Creating overly tight schedules without flexibility

Scheduling Management

Job Management

Need Help Optimizing Your Schedule?

Our team can help you configure job durations and optimize your scheduling for maximum efficiency and customer satisfaction.

Get Scheduling Help Browse Help Center

Job Duration Settings

Why Set Job Duration?

✓ Benefits

Duration Components

Smart Scheduling

Setting Default Job Durations

Creating Service Duration Templates

Common Service Duration Examples

Buffer Time Configuration

Types of Buffer Time

Job-Specific Buffers

General Buffers

Recommended Buffer Percentages

Standard Jobs (15-25% buffer)

Complex Jobs (30-50% buffer)

High-Risk Jobs (50%+ buffer)

Configuring Buffer Settings

Travel Time Management

Travel Time Calculation

Automatic Calculation

Manual Override

Travel Time Settings

Route Optimization

Smart Route Planning:

Travel Time Examples

Setting Individual Job Durations

When Creating a New Job

Modifying Existing Job Duration

Dynamic Duration Factors

Factors that Increase Time

Factors that Decrease Time

Duration Analytics & Improvement

Tracking Actual vs. Estimated Times

Key Performance Metrics

Accuracy Metrics

Efficiency Metrics

Improving Duration Estimates

Continuous Improvement Process:

Troubleshooting

Jobs Consistently Running Over Time

Schedule Conflicts from Duration Changes

Team Not Recording Accurate Times

Travel Time Calculations Inaccurate

Best Practices

✓ Recommended

✗ Avoid

Related Articles

Scheduling Management

Job Management

Need Help Optimizing Your Schedule?

Job Duration Settings

Why Set Job Duration?

✓ Benefits

Duration Components

Smart Scheduling

Setting Default Job Durations

Creating Service Duration Templates

Common Service Duration Examples

Buffer Time Configuration

Types of Buffer Time

Job-Specific Buffers

General Buffers

Recommended Buffer Percentages

Standard Jobs (15-25% buffer)

Complex Jobs (30-50% buffer)

High-Risk Jobs (50%+ buffer)

Configuring Buffer Settings

Travel Time Management

Travel Time Calculation

Automatic Calculation

Manual Override

Travel Time Settings

Route Optimization

Smart Route Planning:

Travel Time Examples

Setting Individual Job Durations

When Creating a New Job

Modifying Existing Job Duration

Dynamic Duration Factors

Factors that Increase Time