Automating Shift Creation with Dispatch Forms (Boards + Forms + Field Schedule)

📈 Automating Shift Creation with Dispatch Forms (Boards + Forms + Field Schedule)
 

📘 Article Purpose

This article explains how to automate shift creation in the Field Schedule using dispatch forms—especially when integrated with Ontraccr boards like a Service Tracker.

🔗 Key Concepts

🔁 Overview: How the Automation Works

1. A dispatcher or technician submits a form (e.g., from a board card or mobile app)
2. The form contains a Dispatch Workflow Block
3. Ontraccr uses that block to create a shift in the Field Schedule
4. Optional: another workflow block updates the board card status (e.g., moves it to “Scheduled”)

📋 What the Dispatch Block Does

When a form with a dispatch block is submitted, it can:

• Create a shift with:
  • Title
  • Assigned users or teams
  • Project & cost code
  • Date and time
• Launch related automations:
  • Send external client notifications (e.g., “crew has arrived”)
  • Trigger other forms (e.g., safety checklist)

🛠️ Setup Steps (Admin Only)

1. Go to Forms and open your dispatch form
2. Add a Dispatch Workflow Block
3. Map fields from the form to shift attributes:
   • Date/time
   • Assigned user
   • Project, cost code, etc.
4. Save and publish the form

Optional:

• Add an Update Board Card Block to move the related job card to a new column (e.g., “Scheduled”)

📱 Ways to Submit Dispatch Forms

• Directly from a Board Card
• In the Web App
• Through the Mobile App

🧠 Use this with mobile teams who need to quickly log and schedule jobs in the field.

🔁 Example Use Case: Service Tracking

• A service request card is created in the Service Tracker board
• A dispatcher clicks “Dispatch”
• They fill out a form with:
  • Job details
  • Technician
  • Time
• The form submission:
  • Creates a shift
  • Moves the card to “Scheduled”

⚙️ Manual vs. Automated Shift Creation