HivePlanner - see your whole schedule at a glance.
Drag jobs onto the calendar, see who is free and who is off, and open any job to run it from one panel - contact, job lines, updates, documents and costs. When the work is done, HivePlanner checks nothing is missing and turns the job into the invoice.
30-day free trialEvery feature, every planFrom £34.99/mo inc VAT
the highlights
live demo
See HivePlanner in action
Watch how easy it is to manage your team's schedule with drag-and-drop, then carry the job through to completion records.
Move jobs between team members with simple drag-and-drop
plan the work
A calendar that does the checking
Week, Month, Day, List, Crew and Map views, with filters for status, job type, customer, region or crew member. Clashes and time off are flagged before you save.
Drag & drop scheduling
Drag a job to a new time or day, or drag its bottom edge to change how long it takes. Drag across the calendar, or click an empty slot, to create a job at that time.
Crew view
A week with one row per crew member, so you can see who is busy and who is free. Drop an unscheduled job on someone's day to book it and add them to the crew.
Unscheduled jobsNew
Create a job before you know the date, with how long it should take. It waits in the Unscheduled tray with accepted quotes not yet booked. Move to Unscheduled takes a job back off the calendar, with Undo.
Map viewNew
Jobs for a day, a week or dates you choose, pinned by status with a key, using the planner's filters. Tick Show unscheduled to plan the jobs with no date yet around them.
Agenda view on phonesNew
The week's days run across the top with the chosen day's jobs as large cards underneath, including free gaps you can tap to book and who is off. Swipe for the next day, or press and hold a job to move it.
Busy days made readable
Overlapping jobs share the slot side by side, with a "+N more" button when there are too many. Multi-day jobs sit as a bar across their days. You choose which details each job card shows, and in what order.
Clashes and time offNew
Crew who are off, or have asked for time off, are marked when you add them to a job, and the calendar can show who is off with bank holidays shaded. Booking someone who is off warns you, or stops you. Time Off
Nearby crew and regions
The job panel suggests the 5 closest crew members to the job's address. Turn on regions to give jobs an area, and new jobs in a region can get that region's crew automatically.
Recurring jobs
Daily, weekly, fortnightly, three weekly, monthly, every 6 months, annually or a custom interval. Create the whole series now or the next job only, and edit one visit, this and future visits, or the whole series.
run the job
Everything about a job, in one panel
Click any job to open its panel (on a phone it slides up from the bottom): the schedule, contact, location, crew, notes, job lines, documents, files from the customer and the full activity history. Administrators choose which sections everyone sees.
Job lines
The services and products for the job, each with a quantity and price - add them from stock, as an Item Kit, or type your own. A job booked from a quote starts with its lines. Stock comes out as lines are added and goes back if they are removed.
Who to contact
For a job at a location, the location contact (for example the tenant) comes first, with the customer filling in anything they don't have. A case handler, such as a property manager, is shown too.
The right people get the messages
Choose whether the customer contact, location contact and/or case handler get the completion email and SMS, and separately every other job message. The Complete and Add Update boxes say exactly who will receive them.
Photos and videos
Add Update takes photos and videos from your camera roll or the camera, plus files, with progress shown while large videos upload. Updates can be emailed to the customer, with the files attached.
See where it happened
Notes, photos and problem reports from the new HiveCrew show View on map when the phone shared where it was, and the activity shows who completed the job and where.
Cost tracking
Add cost lines to any job and see its Revenue, Costs and Margin. Crew can log materials from HiveCrew, and parts used on the job are listed alongside.
Reminders and automations
Add a Job End Reminder or an Invoice Reminder to a job, choose when it triggers and who is notified, and optionally email the customer with your own wording.
Work order PDF
Your business details and logo, who to contact on site, access notes, job lines to tick off, completion requirements, attached documents, updates with photos and a sign-off area. Choose the sections, or apply the customer-facing preset.
Job tools
Record timesheets and expenses against the job, manage stock used, open the Site Log and document templates, jump to the location record, or move the job back to Unscheduled.
finish it properly
From done to invoiced
Completing a job checks it has what it needs, then can create the invoice, message the customer and book the next visit in a series.
- 1
Check it
Each job type can need certificates issued and library documents attached first. Missing items stop completion or just warn - your choice.
- 2
Complete it
Mark it complete in HivePlanner, or crew do it in HiveCrew. With sign-off on, crew completions wait for an Administrator or Staff member to approve.
- 3
Invoice it
The invoice is made from the job lines, or the linked quote. New workspaces save these as drafts to check first.
Job types
Choose and name the job types offered when booking or logging a job, add your own with a colour, and switch off ones you don't use. Jobs, lists and HiveCrew show the names you give them.
What a job needs first
Requirements per job type, plus extras on a single job. Crew get a "Before you complete" list with buttons to fill in what's missing. Administrators can override with a reason, which is noted on the job.
Completion certificate
Optionally ask crew to fill in the Job completion certificate when they mark a job complete. It is a reminder, not a block, unless the job type needs it.
Raise invoice from a jobNew
From the job panel or the Ready to invoice list, with the customer, site address and order number filled in. Tick in stock used, costs logged and hours clocked. Nothing on the job lines is charged twice.
Materials crew take
Crew record the stock they take in HiveCrew. Anything beyond the quote is reviewed first by default, or added to the invoice, or kept as a cost only - you choose.
Sign-off confirmation
Route crew-completed jobs to Pending Approval. Approve, refuse with a reason, or create a follow-up job.
more ways to work
Boards, requests and lists
Pipeline board
One click switches from the calendar to columns of jobs by status, with overdue jobs flagged. Drag a card to change its status - dropping on Complete or Cancelled opens the job so you can confirm it properly.
Job requests
Customers ask for work through the portal, or pick a slot on your online booking form. Office staff approve to create the job, decline with a reason, or move it to another time.
All Jobs
Every job in one searchable list, with Overdue and Ready to invoice filters. On a phone it opens as cards, upcoming first, with directions, calling the contact and raising an invoice one tap away.
Reduce travel time
See jobs on the map and group them by area to cut fuel costs.
Prevent double-bookings
See job clashes and who is on holiday before you book. Avoid scheduling disasters.
Better customer service
Crew send "on my way" with an arrival time, and the right contact hears about every update.
More productive team
Everyone knows what they're working on and when. No missed jobs.
Compliance documents are part of HivePlanner
Use preloaded templates designed around UK standards for certificates, RAMS, checklists and method statements, or build your own in Certificate Studio. Issue PDFs from jobs, keep a library of standard documents to attach, and choose whether each document is visible in the customer portal.
Your crew run it from HiveCrew
Jobs land on their phones the moment you assign them. Today puts the next job first, with On my way, Arrived and Complete one tap away.
Book vans onto jobs with HiveFleet
Pick vehicles in the job form or the job panel and HiveFleet checks each one first: already booked, MOT, tax or insurance expired, a serious problem or off the road. Each job's profit includes a fair share of what its vehicles cost.
Can I book a job before I know the date?
Yes. Choose Unscheduled when you create the job and give it an estimated duration. It waits in the Unscheduled tray, alongside accepted quotes not yet booked, until you drag it onto the calendar or onto someone's day in Crew view. Its duration then sets the end time.
How do invoices get made from jobs?
Add the services and products to the job as job lines, or start from the quote's lines. When the job is completed, HivePlanner can create the invoice from those lines, or you can use Raise invoice from the job or the Ready to invoice list. New workspaces save automatic invoices as drafts for you to check, unless you turn on Send these invoices automatically.
Can a job need a certificate before it is completed?
Yes. Each job type can need certificates issued and library documents attached before a job can be completed. Choose whether missing items stop completion or just warn. Crew get a "Before you complete" list, and Administrators can complete anyway with a reason, which is noted on the job.
Who gets the job emails and texts?
You choose. Tick the customer contact, the location contact (for example the tenant) and/or the case handler, separately for the completion message and for every other job message. Each customer can choose differently, and each person gets their own email.
Does HivePlanner work on a phone?
Yes. On a phone the planner switches to an Agenda view with the day's jobs as large cards and free gaps you can tap to book, plus Month, Crew and Map. Press and hold a job to move it. All Jobs also has a version made for phones. Crew use HiveCrew for their own jobs.
Can I see where my crew added updates?
When a crew member's phone shares its location in the new HiveCrew, notes, photos and problem reports show View on map in HivePlanner, and the activity shows who completed the job and where. Rough positions, such as from a computer without GPS, are left out.