GasVault Calendar — Complete Guide for Gas Engineers

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GasVault's calendar is not a basic diary. Every job entry is a working card — tap the address to navigate, tap a button to call or message the client, open the job form directly, write an invoice, or rebook the same job for next year. Everything is one or two taps from the calendar, without switching screens or searching for client details.

This guide covers every feature in the calendar so you can use it at full speed from day one.

Month View and Day View

The calendar opens in month view. Every day that has a job booked shows a coloured dot underneath the date — one dot per job type, up to three per day. At a glance you can see how busy each week is and what types of work are scheduled where.

Tap any date and the calendar switches to day view. Day view shows a scrollable week strip at the top — Mon through Sun with the number of jobs on each day as a badge — and the full list of jobs for the selected day below it. Swipe left and right on the week strip to move forwards or backwards week by week.

Job type colour coding

Each job type has its own colour so you can read the day at a glance without opening individual cards:

Booking a Job

Tap the + button in the top right of the calendar to open the booking form. You can also book by voice from the dashboard — the form opens pre-filled and you just confirm.

The booking form covers:

• Job type — select Service, CP12, Repair, Quote, Install or Inspection
• Job details — a short description of the work
• Date and time — time slots from 07:00 to 20:00 in 30-minute increments
• Duration — 30 min, 1 hour, 1.5 hrs, 2 hours, 3 hours, half day or full day
• Client details — name, address, postcode, phone and email
• Recurrence — set the job to repeat weekly, fortnightly, monthly or annually
• Notes — any extra information visible on the card

Picking a client from your database

Rather than typing client details every time, tap "From Database" to search your client list by name, address or postcode. When you select a client, their address, phone and email fill in automatically. If the client has multiple properties (common for landlords), you can pick the specific property for this job.

If the client isn't in your database yet, fill in the details manually and tick "Save to client database" before saving the job. They'll be available to pick in all future bookings without re-typing anything.

What's on the Job Card

Each job in day view is shown as a card. The card gives you everything you need to arrive and start the job without opening any other part of the app:

• Job type badge with colour coding and icon
• Start and end time — calculated automatically from start time and duration
• Client name
• Job description
• Notes if any were added when booking
• Recurring indicator — 🔄 badge and next occurrence date if it's a recurring job
• Address row — tap it to open navigation directly to the postcode

Navigation from the card

Tap the address row on any job card and GasVault opens your phone's navigation app — Google Maps on Android, Apple Maps on iOS — routed directly to the job postcode. You don't need to copy and paste or switch apps. One tap from the calendar puts you in navigation.

Quick Action Buttons

Below the address row, each card has a row of action buttons. Every common task is one tap away:

Book Again — one tap to rebook the same client

"Book Again" in the ⋯ menu (or via the AI voice button) duplicates the job card for the same client with all their details pre-filled — name, address, postcode, phone, job type and duration. You just pick the new date and time. This is the fastest way to book follow-up jobs, same-day return visits, or the next annual service when you're still on site.

Client Records and Service History

The job form button on each card takes you directly into the correct paperwork — pre-filled with the client's name, address, postcode and phone from the calendar booking. You start from the client's details already in place.

For a CP12 job that button opens the CP12 form. For a Service job it opens the service record. For a Repair or Install it opens the report form. You don't pick the form yourself — GasVault routes you to the right one for the job type.

All completed forms are stored in the client's history. From the Clients screen you can see every service record, CP12, repair report and invoice for any client, searchable by date or job type.

Recurring Jobs — Weekly, Monthly, Annual CP12s

Any job can be set to repeat on a schedule. When booking, expand the recurrence section and choose how often the job repeats:

Option	When to use it
Weekly	Regular clients on a maintenance contract, weekly commercial visits
Fortnightly	Every two weeks, useful for boiler checks on commercial sites
Monthly	Monthly service visits, landlord inspections
Annually	CP12 renewals, annual boiler services — books next year's visit automatically

Set the end condition either by number of occurrences (e.g. 10 jobs) or by a specific end date. GasVault creates all the future bookings in one batch so your calendar is filled out without any further work from you.

Annual CP12s — never miss a renewal

For landlords' properties, set the initial CP12 booking to repeat annually. GasVault creates the same job on the same date every year in advance. The month summary shows a count of recurring jobs so you can see at a glance how many CP12 renewals are coming up.

Editing or deleting recurring jobs

When you edit or delete a recurring job, GasVault asks you to choose the scope:

• This job only — changes or removes only the specific occurrence you tapped
• This and all future jobs — updates everything from this date forward in the series
• All jobs in the series — changes every occurrence, past and future

Marking a job complete always applies to the individual occurrence only — it never affects the rest of the series.

Rescheduling a Job

Tap the 📅 reschedule button on any job card to move it. A week strip appears where you pick the new date, then choose the new time from the same time-slot list used when booking. Tap Confirm and the job moves — client details, job type and notes all stay exactly as they were.

The reschedule modal shows the week around the current job date so you can see what else is booked nearby. Navigate forward or backward week by week to find the right slot.

Marking Jobs Complete

Tap ✅ on a job card when the work is done. GasVault prompts for optional completion notes — a short summary of what was done, parts fitted, or anything worth recording. Add a note or skip it, then confirm.

Completed jobs disappear from the active list on that day. They're not deleted — they move to history and are still accessible from the client record. The day's job count badge in the week strip only counts active (not completed) jobs, so you always have an accurate picture of what's still to do.

To un-complete a job, tap the ↩️ button that appears in place of ✅ after completion.

Booking by Voice

You can book a job into the calendar without touching the booking form. From the GasVault dashboard, tap the AI microphone and describe the job in plain language:

The calendar booking form opens pre-filled with the details the AI extracted. Review and tap Save. If the client is in your database, their full address and phone number are already there.

You can also use voice commands on individual job cards already in the calendar. Tap the 🤖 button on any card and say:

• "Reschedule" — opens the reschedule date picker for that job
• "Write invoice" — opens the invoice editor pre-filled with job details
• "Mark complete" — marks the job done and prompts for notes
• "Book again" — opens a new booking pre-filled with the same client and job type
• "Edit" — opens the job editor

Syncing to Your Phone Calendar

GasVault keeps its own calendar in the app, separate from your phone's native calendar. If you want jobs to appear in Google Calendar or Samsung Calendar alongside your personal events, you can sync them.

Sync a single job with the 📲 button on the job card. To sync all jobs for a day at once, use the "Sync Day to Calendar" button in the day view header. GasVault creates a dedicated "GasVault Jobs" calendar on your device so the work entries are kept separate from personal events and easy to hide or show.

Day Notes

Each day in the calendar has a notes field. Use it for things that aren't tied to a specific job — a reminder about a delivery arriving, parking notes for a particular area, or a memo about a call you need to make. Day notes appear in the day view below the week strip and are stored per date in your account.

Month Stats

At the bottom of month view, GasVault shows a summary for the current month:

Active Jobs counts all non-completed jobs in the month. Recurring shows how many of those are part of a recurring series. Days Booked counts the number of distinct days that have at least one active job — useful for planning days off or seeing how much of the month is committed.

Putting It All Together — A Typical Day

Open GasVault in the morning. The calendar is on day view, today's jobs listed in order. First job: tap the address row to navigate. On site: tap the form button to open the CP12 pre-filled with the client's details and complete it. Leaving: tap ✅, add a short completion note, then tap "Book Again" to lock in next year's service. Drive to the next job.

At the end of the day: tap 📲 on the day view to sync everything to Google Calendar for the week ahead. Any jobs that changed during the day are up to date in GasVault automatically — no manual entry, no double-keying.