Scheduling Assistant Guide
Portal workflow reference for scheduling assistants. Assistants hold the scheduler_assistant role and support their scheduler with day-to-day administrative work.
Your Role
- Support role — help your scheduler manage incoming projects, schedule changes, and client communications
- Project submitter — submit new projects through the Intake wizard
- Schedule coordinator — request schedule changes, manage calendar entries
- RFI responder — handle RFIs when the scheduler is unavailable
- Cert email handler — forward certification packages to the appropriate jurisdiction contacts
What You Do Not Do
- You do not approve or reject projects (that is Jacob/Dustin)
- You do not draft certs or invoices
- You do not see financial data
- You do not manage other branches’ projects
Key Pages
| Page | Path | Purpose |
|---|---|---|
| Dashboard | /dashboard | Daily overview |
| ActionCenter | /inbox | Submit new projects |
| Calendar | /calendar | Inspection schedule |
| Schedule Changes | /schedule-changes | Reschedule, hold, add visits |
| Workbench | /projects | Your branch’s projects |
| HoldingPool | /holding-pool | On-hold projects |
| DeskReviewQueue | /desk-review | Projects awaiting desk review |
| RFIs | /rfis | Open RFIs |
| Escalations | /escalations | Raise issues |
Daily Routine
- Open Dashboard — check for overnight updates and pending items
- Process RFIs — 3-business-day SLA
- Review Calendar — confirm today’s inspections
- Submit new projects as needed via Intake wizard
- Check HoldingPool — flag projects nearing 30-day or 45-day thresholds
Submitting New Projects
Same process as the scheduler role. The Intake wizard walks through address, permit upload, SOW selection, preferred date, and notes. Projects enter the admin approval queue after submission.
Sending Cert Emails
When a certification package is approved and delivered by UP:
- You receive the cert package PDF via email
- Forward it to the appropriate jurisdiction contact
- The system tracks delivery status
The 45-Day Rule
Same as The 45-Day Rule. Projects exceeding 45 days transfer to Triage. You lose access. Respond to RFIs promptly to prevent this.
Correspondence
All conversations are project-linked. See correspondence for details. friday-ai is available in threads for team questions.