Use Helios’ Planning Board to organize your shop’s workload with precision and ease.

Overview

The Planning Board is your go-to tool for scheduling upcoming jobs before they enter production. It allows you to allocate time slots, assign technicians, and visualize your daily or weekly workload—all with a simple drag-and-drop interface.

Whether you’re planning a repair for tomorrow or coordinating your entire week, this guide will show you exactly how to schedule a job using the Planning Board.

Prerequisites

Before you begin, make sure:

• You have Admin or Manager permissions in Helios.
• The job you’re scheduling is either:
  • Already created, or
  • Ready to be added during the scheduling process.

 

Step-by-Step: How to Schedule a Job

1. Open the Planning Board

• Click Planning Board from the left-hand menu in your dashboard.

2. Choose a Time Slot

• Navigate to the appropriate day or week view.
• Click on the time slot where you’d like to schedule the job.
  📆 You can also drag a job to reschedule later.

3. Select or Create a Job

You’ll now have two options:

➤ Option A: Select an Existing Job

• Choose a job from your list of unscheduled jobs.

➤ Option B: Create a New Job

• Click + Add New Job
• Fill in the job details:
  • Customer name
  • Vehicle make/model/year
  • Job type (e.g., Insurance, Walk-in, Internal)
  • Additional notes (optional)

📌 You can always update or add more info later.

4. Assign a Technician

From the dropdown, select the technician or team who will handle this job.

• You can assign multiple techs if needed.
• The job card will appear under their lane on the board.

5. Confirm and Save

• Double-check the job details and scheduled time.
• Click Schedule Job (or Save, depending on your view).
  ✅ The job is now officially placed on the Planning Board.

How to Edit or Reschedule a Job

Once a job is scheduled:

• Reschedule: Drag and drop the job to a new day or time.
• Edit: Click the job card to: 
  • Change the assigned technician
  • Adjust job duration
  • Update notes or job details
  • Cancel or delete the job if necessary

📌 Changes are saved automatically and reflected across all devices.

 

Tips for Smart Scheduling

• Use color codes to visually separate job types (e.g., insurance, retail, internal).
• In week view, you’ll get a better sense of overall shop load.
• Keep track of technician capacity to prevent over-scheduling.
• Leave buffer time for parts delays or high-complexity repairs.

What Happens After Scheduling?

Once the job is ready to start:

• Drag it from the Planning Board into the first stage of the Production Board (e.g., “Tear Down” or “Estimate”).
• This makes the job visible to your full team in the active workflow.
• All updates sync in real-time across mobile, desktop, and in-shop displays.

Need Help?

• 💬 In-App Support: Click the Help icon at the bottom-right
• 📧 Email: support@heliospro.io
• 📚 Browse the Helios Support Center for more guides

Related Guides

• Understanding the Planning Board vs. Production Board
• How to Add and Track a Job
• Assigning Technicians to Jobs