Configure and use the Job Board

Open Products → Job Board. The page appears when Job Board is enabled and your role has access to it. The Board compares scheduled work with daily goals across the categories your team defines. It is not the CRM’s dispatch board. For teams configured to use Job Board as their availability source, the same goals and filters also constrain the appointment slots Avoca can offer and book.

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Configure the board

Open Settings and configure Display first:

• Turn on Enable Job Board when it is ready for use.
• Choose how many days to display and which weekdays are included.
• Set warning and success thresholds used by the board’s status colors.
• Add the default weather ZIP when weather should appear.

Then create one or more categories. A category can override the default weather ZIP and contains its own subcategories. For each subcategory:

1. Enter a clear name.
2. Choose whether progress is measured as a job count or in hours based on job-type duration.
3. Define which jobs count by including or excluding business units, job types, job tags, or technicians.
4. Set the base goal for today.
5. Set the future-day dropoff percentage, if the goal should decrease farther into the displayed range.
6. Save the page.

Keep include and exclude filters easy to explain. An overly broad subcategory can count the same operational work in a misleading category, while an overly narrow one can appear empty.

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When Job Board controls availability

This behavior applies only when Avoca has configured the team to use Job Board as its availability source. Avoca matches the proposed booking against each subcategory’s business-unit, job-type, and job-tag filters. Every matching subcategory is a constraint: a narrower full bucket can close a slot even when a broader bucket still appears open. Job Board availability defaults to 80% of each matching goal. Teams with Job Board text-booking protection enabled can change Booking limit (%) under Job Board → Settings → Booking capacity. Enter a whole percentage from 1 to 100 and select Save. If this control is unavailable, the limit remains 80%. The setting applies across the team’s Job Board availability and outbound bookings, including active campaigns. Changing it affects future slot lookups and booking confirmations; it does not cancel existing bookings or retry failed campaign sends. For example, a 90% limit on a goal of 10 jobs allows bookings up to 9 jobs, provided every matching subcategory also has room. A booking already being confirmed may finish using the limit it read before your change. Lowering the percentage does not undo that reservation. Avoca checks the limit when it finds slots. Outbound voice bookings also check immediately before creating the CRM job; outbound text bookings require the optional Job Board text-booking protection to enable that final check. A booking is blocked when its job count or job-type duration would put any matching subcategory above that limit. The board’s configurable warning and success color thresholds do not change this booking limit. The final check prevents simultaneous conversations from consuming the same remaining capacity. It also means a slot shown earlier can become unavailable before the customer confirms it. Tags determined from the final appointment time can change which subcategories apply at confirmation. If that happens, retry availability and offer a currently open slot instead of raising the goal without reviewing the operational impact.

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Requests for later dates

For outbound campaigns with Job Board text-booking protection enabled, customers can request a date or month beyond the initial offers. Avoca checks up to two weeks starting from that preference and offers only available slots in that range. A date missing from an earlier offer does not mean it is full. The lookup uses the board’s included weekdays, category filters, goals, future-day dropoff, manual adjustments, current CRM jobs, and pending booking reservations. Dropoff is still calculated from today, so a nonzero dropoff can close dates farther out. Scheduling buffers, minimum dates, holidays, and arrival windows still apply. Avoca refreshes the selected day’s capacity before reserving a booking. If capacity cannot be checked, it cannot confirm that booking. This optional behavior does not enable preferred-date searching for other availability sources or inbound Responder, and it does not extend the board’s routine background refresh.

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Use separate campaign tracks

Ask your Avoca team to enable Job Board offer and booking protection for outbound texts before relying on the board to control campaigns. For tracks such as systems under 10 years old and systems 10 years or older:

1. Select the intended ServiceTitan job type in Job Board Job Type on the campaign’s Schedule step or edit form. This field is available when the team uses Job Board for outbound availability and outbound text-booking protection is enabled. The effective selection must contain one job type for that track; an existing workflow job-type setting must match it. A campaign name or audience age filter alone does not set the booking job type.
2. Confirm the selected business units and service areas can book that job type. If a campaign also restricts which business units it can book into, keep those selections compatible.
3. Match the Job Board subcategories to those job types and any required job tags. Check broader overlapping categories too: every matching category must have room.
4. Review scheduling buffers, minimum dates, holidays, and arrival windows. An open Job Board bucket does not override those settings.
5. Test both tracks before starting the campaign. When the younger-system bucket is full and the older-system bucket is open, the younger track should offer a later open date and the older track should offer its earliest allowed date. Also test with both buckets full.

With this protection enabled, the selected job type is used for initial text offers and carried into subsequent booking. Custom arrival windows cannot reopen a date the board has closed. If the job type cannot be determined unambiguously or there are no available dates, Avoca will not fill an appointment template with guessed dates. A single configured job type takes precedence over a recurring-service default; where multiple types are selected, an unambiguous recurring service can narrow the selection.

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Offer dates to new leads

For Speed-to-Lead text workflows with Job Board offer and booking protection enabled, a saved opener can include appointment variables. If no job type is configured on the campaign or workflow, Avoca uses the lead’s request details to identify an eligible service and business unit, then checks the matching Job Board availability. Different service requests can receive different dates within the same campaign. Avoca saves the resolved service and business unit on the audience member and reuses them for later appointment texts. Dates refresh against current availability; the service does not change with each follow-up. The service must map to exactly one enabled business unit in the lead’s service area after campaign restrictions apply. A booking-window mapping limited to specific job types counts only for those types, so a business unit mapped only for estimates does not make repair requests ambiguous, and each offer uses the windows of a mapping that serves its job type. Missing or ambiguous mappings keep the generic first-contact message. The saved service carries into the text conversation for booking. An explicitly configured job type takes precedence over the lead’s request; Avoca does not infer a new type outside an explicit multi-type selection. Initial offers use campaign tags and standard booking tags. Emergency handling and additional booking details are evaluated during the customer conversation. If the request details are missing, the service cannot be resolved, the lookup fails, or no dates are available, Avoca sends a generic first-contact message without appointment options. This replaces the saved appointment opener for that send. Receiving this message alone does not establish that the board is full or that an appointment lookup failed. Before launching, test representative requests for each service and check the first text, follow-up wording, and booking outcome. Review the lead’s request details and the campaign’s job-type and business-unit settings if the opener does not include the expected dates.

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Use the Board

On Board, select a start date and filter to the categories you need. The page refreshes during the day. Select a progress value to inspect the jobs that contribute to it. Authorized users can make a manual goal adjustment. Use an adjustment for a real one-off operating change, not to hide a bad category filter or missing CRM record. The TV action can create or manage a display link for a wallboard. Treat that link as operational access: share it only with the intended audience and replace it if it is exposed.