Booking a van is harder than booking a chair
A service visit needs an address, access detail and a window you can actually keep. GreetKeeper gathers those before it writes anything into your schedule.
Caller
“The boiler's making a noise, nothing dramatic. I'm out until three most days though, so it'd have to be late afternoon.”
What happened next
- Captured the address, the access constraint and the symptom
- Booked a Tuesday afternoon window, not a fixed time
- Note about the caller being out until three attached to the job
A booking without the address is not a booking
Scheduling a visit is not the same as scheduling an appointment. Somebody has to drive there, get in, and have the right thing on the van.
Half-taken bookings cost you the day. No gate code, nobody home, a parking situation nobody mentioned. The tech drives across town and comes back with nothing. That is a wasted morning.
Time windows are the other trap. A customer told "Tuesday morning" hears nine o'clock, and your van arrives at half eleven to a person who took a day off.
GreetKeeper asks for the detail that makes a visit possible, and offers the windows you actually run rather than a time that sounds tidy.
What gets asked before the job is written
Four things, in this order, because a missing one wastes a van.
Confirm the address and read it back
The full address is captured and repeated to the caller. A wrong house number is the cheapest mistake to catch and the most expensive to miss.
Ask how the tech gets in
Gate code, parking, dog in the garden, somebody who has to be home. You choose the access questions, and the answers travel with the job.
Offer a window you can keep
You set windows rather than exact times, matched to your routing. A caller hears "Tuesday between one and five", which is a promise your day can hold.
Take the symptom in the caller's words
What the boiler is doing, how long it has done it, whether it ever worked. The tech reads that before leaving and takes the part that is probably needed.
What scheduled visits cost
Service calls are longer than most, so the pricing model matters.
| Plan | Monthly | Calls included | After that |
|---|---|---|---|
| StarterFor a single location taking calls one line at a time. | $49 | 200 | $0.45 per call |
| ProfessionalBooking, routing and transfers included, not an add-on. | $149 | 750 | $0.35 per call |
| ScaleFor busy phones and longer opening hours. | $349 | 2,000 | $0.25 per call |
Starter is $49 a month for 200 answered calls at $0.45 over. Professional is $149 for 750 at $0.35. Scale is $349 for 2,000 at $0.25.
Gathering an address, access notes and a symptom takes a few minutes. Paying per call rather than per minute means that thoroughness is free.
Booking is on every plan, which is the whole point for a service business. An entry plan that only takes messages leaves your dispatcher doing the same work as before.
Where dispatch still needs a human
Questions people ask
Can it book a time window rather than an exact time?
Yes, and that is usually the better setup for a van. You define the windows you run, and callers are offered those rather than a precise time you cannot guarantee.
Where do access notes end up?
They travel with the booking, in the calendar event and in the call summary. Whoever is driving reads them before they set off rather than ringing the office.
Does it work with my field service software?
Google Calendar and Outlook write natively. Most field service tools connect through Zapier, which catches our webhook on a paid Zapier plan. That adds a short delay between the call and the job appearing.
Set your windows and access questions
One session, and your vans stop guessing.