Plan your whole field team on one drag-and-drop board

See at a glance who's available and what still needs scheduling — drag a job to the right engineer and they get it in the app instantly. Plan in half the time.

With the digital Planning Board in OutSmart you have immediate overview of all scheduled and outstanding jobs. At a glance you see which employee is available when and which tasks still need to be scheduled. Thanks to the visual display you easily move work orders, making planning faster and more organised.

Try for free
Contact for a demo
5_stars    Over 20.000 happy daily users
_BEN1120 transparant

Digital planning board

OutSmart is the digital planning board for field service companies. Drag work orders to the right engineer, who sees the job instantly in the app — including address, photos and contact details. More than 5,000 service companies schedule urgent jobs 30% faster, without WhatsApp or Excel.

Benchmark: scheduling in practice across 2,210 field service companies

A scheduled work order is completed within a median of 2.9 days. Volume scales sharply with crew size: companies with 10 to 24 technicians process a median of 134 work orders per month, against 52 for five to nine technicians and 18 for two to four.

2.9 days
from scheduled to completed
median, 2,044 companies
24
work orders per technician/month
median; top 10%: 84
5
technicians in the typical company
median; a quarter has 9 or more
134
work orders per month
at 10–24 technicians (median)

Source: aggregated usage data from 2,210 OutSmart customer environments, reference date 4 June 2026. All values are medians across companies unless stated otherwise. See the full Field Service Benchmark 2026.

Sound familiar?

What makes scheduling unnecessarily stressful every week

What customers tell us directly — before they switched to OutSmart.

“I have to log in and out for each engineer separately” Owners with 6+ engineers constantly switch between separate Google Calendars. Scheduling takes hours instead of minutes. “Can’t see the wood for the trees — and jobs slip through the cracks” Without a single overview, jobs slip through your fingers. Revenue you never see. “The guys write the schedule on a whiteboard — and WhatsApp the rest” Three separate channels for the same info: Trello, whiteboard, WhatsApp. One mistake and your engineer is at the wrong address.
“I don’t even know what slots are free anymore” The schedule gets so full that the owner loses sight of their own capacity. Overtime, no overview, no peace of mind. “Is there a planning board where I can schedule a year ahead?” Companies plan weeks or months ahead but their current tool (Trello, Excel) simply wasn’t built for that. “You need to know who is best suited for which job” Not every engineer fits every job. Without visibility into skills and availability, you’re guessing.

Sound familiar? Here’s how OutSmart solves it.

See the solution
Customer story

How service companies respond faster with one shared planning overview

01 · Situation
Scheduling broke down across disconnected tools

In busy field service teams, confusion builds fast: jobs in Excel, changes via WhatsApp, work orders somewhere else. When something urgent comes up, everyone has to be briefed separately.
02 · Action
Scheduling, work order and app in one flow

With OutSmart, the back office schedules from a single visual planning board. The engineer sees the job directly in the app, including address, instructions and work order.
03 · Result
More clarity, speed and confidence

“OutSmart gives us a clear system for projects, service and maintenance. Scheduling has become so much simpler.”

Kimberley Oostendorp Nederland
Solution

From job to engineer — scheduled in seconds

OutSmart’s digital planning board gives office and field a single shared overview. Schedule, reschedule and communicate without phone calls.

OutSmart digital planning board overview
Open the board

See instantly who is where and where there’s capacity

Benefit: real-time overview without calling or searching

Open the planning board and see all engineers, active jobs and available capacity per day, week or month. You can immediately see what is possible today and where bottlenecks are forming.

Day, week and month view
Engineer availability at a glance
Colour coding per engineer, job type or status
More about digital scheduling →
Drag-and-drop scheduling

Drag a job to the right engineer

Benefit: schedule urgent jobs without chaos

Assign jobs by dragging them to the right team member or time slot. The time block is reserved and the schedule is instantly updated for everyone.

Drag jobs to a different engineer or time
Time block automatically reserved
Every change instantly visible in the office
OutSmart drag-and-drop planning
3232784

Work orders per year

5172

Customers trust OutSmart

14
+

Years of experience

Skills-based planning

Always schedule the right engineer — based on certification or specialism

Not every engineer is qualified for every job. An F-Gas job requires a certified engineer. A fire safety inspection can only be carried out by someone with the right authorisation. In OutSmart you record this as a “skill” — and the system warns you if you schedule a job with someone who doesn’t have the required skill.
1

Create skills

Create skills that match your trade: “18th Edition wiring”, “F-Gas certification”, “Fire risk assessment”, “Siemens maintenance”. You define them — no fixed list.

2

Link to engineers

Assign each engineer the skills they hold. Engineer A has “18th Edition” and “Lift maintenance”. Engineer B has “F-Gas” and “Refrigeration”. Set this up once.

3

Warning on incorrect scheduling

Attach a required skill to a work order. If you then try to schedule that job with someone who lacks the skill, OutSmart shows an immediate warning — before the job goes out the door.

Commonly used skills by trade

F-Gas certification Refrigeration
18th Edition wiring Electrical
Fire risk assessment Fire safety
Gas Safe registered Gas installations
EN 13015 Lift maintenance
IPAF certified General
Can I filter the planning board for engineers with a specific skill?

Yes. When you want to schedule a work order, you can filter the planning board on the required skill — you then only see engineers who are qualified for that job. That saves searching, and prevents you from accidentally assigning the wrong engineer.

Engineer app

Engineer sees the job instantly in the app

Benefit: no separate phone calls or missed updates

As soon as you schedule or change a job, the work order appears in the engineer’s app. Including customer details, address, object information and instructions.

Push notification for new or changed jobs
Work order with all information immediately available
Real-time status: en route, in progress or done
OutSmart engineer app

Try OutSmart completely free for 14 days!

Try for free
Online demo
5,172
field service companies
in the Netherlands and Belgium
20,000+
daily users
work with OutSmart every day
50%
less time planning
average time saving on scheduling
14+
years of experience
part of Visma Group

Capacity planning

Schedule multiple service jobs per engineer — without over- or under-booking

Capacity planning means matching the number of scheduled jobs to the available time of your engineers, so no one is over- or under-booked. On OutSmart's digital planning board you see, per engineer, what is already scheduled and who still has room — so you can distribute multiple service jobs per day evenly across your field team.
1

See available capacity

Open the planning board in day or week view. For each engineer you see the jobs already scheduled and how much time is still free that day.

2

Distribute the service jobs

Drag jobs to the engineers who still have room. Each job has an estimated duration, so you can see how full a day is getting.

3

Reschedule for peaks and urgent jobs

When an urgent job comes in or a job overruns, drag it to an engineer with capacity or to another day — the engineer gets an instant update in the app.

What is capacity planning?

Capacity planning means matching the number of scheduled jobs to the available time of your engineers, so no one is over- or under-booked. On OutSmart's digital planning board you see, per engineer, what is already scheduled and who still has room, so you can distribute multiple service jobs per day evenly across your field team.

How many service jobs can I schedule per engineer per day?

As many as fit into a working day. On OutSmart's planning board you schedule multiple service jobs per engineer per day and see the estimated duration of each job. That keeps you in control of how full a day is and whether there's still room for an urgent call-out.

Frequently asked questions

Planning board questions, answered

What is a field service planning board?

A field service planning board is scheduling software that displays all technicians, jobs, and time slots in a single real-time view. OutSmart's planning board replaces whiteboards and spreadsheets: drag a job onto a technician's slot and they receive an instant push notification — no phone calls needed.

How is a digital planning board different from a spreadsheet?

A spreadsheet shows static data that requires manual updates. OutSmart's planning board shows live job status, lets dispatchers drag and drop assignments between technicians, and notifies the field team automatically — no version conflicts, no outdated information.

Can technicians see their schedule in real time?

Yes. Every change made on the planning board appears instantly in the technician's OutSmart mobile app — including new jobs, reschedules, and cancellations — whether they're in the office, the van, or at a customer site.

Does OutSmart support recurring job planning?

Yes. Maintenance contracts and recurring service visits are scheduled automatically based on contract settings. The planning board shows them alongside ad-hoc jobs so your team always has a complete daily picture.

Can I plan remotely from a tablet or phone?

Yes. The OutSmart planning board runs in any modern browser, so dispatchers can schedule and adjust jobs from the office, home, or on the road — without needing a desktop computer.

Does the planning board connect to invoicing?

Yes. Once a technician closes a job on the app, hours, materials, and travel costs flow automatically to the billing module. No double entry, no delays in invoicing.

How many technicians can I manage in one planning board view?

OutSmart supports field service teams from 3 to 80+ technicians. You can filter the board by region, team, skill, or availability to keep the view manageable for your dispatcher.

What is a digital planning board?

A digital planning board is a visual overview of all scheduled and unscheduled jobs for your engineers. In OutSmart you drag work orders directly to the right engineer on the right day. Engineers see their schedule instantly in the app — without whiteboards or WhatsApp.

Can I plan a year ahead in OutSmart?

Yes. You can see all jobs per day, week or month — as far ahead as you need. Ideal for window companies, maintenance businesses or any company that plans weeks or months in advance.

Can I see what each engineer has scheduled?

Yes, every engineer has their own row in the planning board. At a glance you can see who is available, who is fully booked and who is on holiday. You don't need to log in and out for each engineer separately.

How do engineers know what they need to do that day?

As soon as you schedule a work order, the engineer receives a notification on their phone or tablet. They see the address, the job, contact details and any photos — all in the OutSmart app. No WhatsApp, no phone calls.

Does the planning board support holidays and sick days?

Yes. You mark absences in the planning board so you never schedule someone who isn't available. Other engineers remain visible with their availability.

What if a job isn't completed on the scheduled day?

Simply drag the work order to a different day or engineer. The engineer automatically receives an update in their app. No calls, no new WhatsApp messages.

Does OutSmart work for companies that plan by fixed route or region?

Yes. You can organise work orders by region or route and assign engineers based on who is working closest to the customer. This minimises travel time.

What location data does OutSmart use?

OutSmart uses location data only to register travel time on a work order and to display engineers on the planning board. An employer only sees an engineer's location during working hours and linked to an active job — not continuously. Engineers can turn off location sharing outside working hours. OutSmart complies with GDPR requirements for location data processing.

Can I plan my engineers’ capacity with OutSmart?

Yes. On OutSmart's digital planning board you see, per engineer, the scheduled and available hours per day and week. Service jobs are distributed based on who has room, so one engineer isn't overloaded while another sits idle.