PlanSmart

Reduce travel time by an average of 18% with AI-driven planning

Optimised routes. Minimal travel overhead. Maximum operational efficiency.

PlanSmart uses AI to automatically generate the most efficient schedules for your field service team. It takes into account availability, travel time, job duration and start locations such as depot or home address. Assign large volumes of work orders in one go, PlanSmart distributes them instantly and logically across your team.

The result? Fewer unnecessary miles, lower fuel consumption and schedules that reflect real-world conditions.

Over 20.000 happy daily users

Manual scheduling vs. PlanSmart

Step	Without OutSmart	With OutSmart
Job assignment	❌ Coordinator calls or WhatsApps each technician	✅ Automated assignment based on skills, availability, location
Route planning	❌ Technician decides own route — often inefficient	✅ Optimised route calculated automatically, fewer kilometres
Capacity overview	❌ Unknown until someone calls or doesn't show up	✅ Live view of all technicians, slots, and utilisation
Travel time	❌ Untracked, unmanaged, costly	✅ Minimised — 15–25% fewer km driven per technician per day
Skill matching	❌ Coordinator relies on memory or a paper matrix	✅ Automatic — only qualified technicians assigned to each job
Planning time	❌ 30–60 minutes every morning	✅ Under 10 minutes with smart scheduling suggestions

Plan the most efficient way

Because routes are arranged more efficiently, productivity increases. Employees spend less time traveling and have more time to complete assignments. This improves service to customers and increases the capacity of your organization, without having to deploy extra staff.

PlanSmart also offers flexibility. The planner can always manually adjust routes if necessary, for example for an urgent order. The system supports and optimizes, but the final control remains with you.

Practical example

A solar panel cleaning company previously worked with a manual schedule, which often resulted in inefficient routes. Thanks to PlanSmart, all work orders are automatically distributed among the technicians. The routes are shorter and clearer, allowing more customers to be helped every day. The company saves fuel and increases revenue without extra staff.

Benefits

Automatically calculated routes based on travel time, duration and availability.
Schedule large numbers of work orders efficiently in one go.
Less travel time and fuel costs.
More capacity and higher customer satisfaction.

How a PlanSmart optimisation run works

PlanSmart works directly on the planning board you already use. One optimisation run goes from selection to approved routes in five steps — the planner always approves the result before it is applied.

Select on the planning boardChoose the day or period and multi-select the work orders to include. Fixed work orders keep their slot.
Check the overviewPlanSmart shows the selected jobs, resources, and any work orders without valid coordinates before the run starts.
Run the optimisationPlanSmart calculates the most efficient job order using travel time, distance, and employee availability — including breaks.
Review and approveThe results panel shows the routes per employee and any unassigned work orders. Nothing is applied until you approve.
See routes on the board and mapApproved routes appear as icons on the timeline and coloured route lines on the map, with travel time and distance per stop.

Want the full setup details? See the PlanSmart documentation in the OutSmart knowledge base.

3232784

Work orders per year

5172

Customers trust OutSmart

Years of experience

We constantly had to create work orders manually with pen and paper. By providing a clear digital system with many options, along with an excellent helpdesk that assists with everything, even the smallest questions, Outsmart has helped us.

Thomas Loos, Display4all

We used to lose work orders now and then, which made tracking time a challenge. With the easy digital entry of work orders, it's much simpler for the technician to manage the administration. Having 100% accurate work orders has definitely cut our administrative time in half.

Pascal Hanenbergh, Hanenberg Techniek

Frequently asked questions about PlanSmart

PlanSmart is OutSmart's intelligent scheduling module that automates job assignment and route planning for field service teams. It reduces daily planning time from 30–60 minutes to under 10 minutes by matching jobs to the right technician based on skills, location, and availability — with full dispatcher override control.

The standard planning board gives dispatchers a visual drag-and-drop interface for manual scheduling. PlanSmart adds route optimisation, skill-based matching, and automated scheduling rules on top — it can suggest or automatically assign jobs, significantly reducing manual effort.

Yes. PlanSmart optimises the daily route for each technician across all their scheduled jobs, minimising drive time and fuel costs. Customers typically report 15–25% fewer kilometres driven per technician per day after switching from manual planning.

Yes. Maintenance contracts and SLA-based service visits are scheduled automatically within contracted time windows. PlanSmart factors in contract frequency, technician history at that location, and required certifications to assign the most suitable person.

Yes. Every new or rescheduled job generates an instant push notification to the technician's OutSmart mobile app, including the optimised route, job details, and customer contact information — no coordinator needs to call.

Yes. Dispatchers always have full control. PlanSmart shows suggested assignments that you can accept, adjust, or override with drag-and-drop on the visual board. It assists the dispatcher — it does not replace them.

Yes. PlanSmart is fully integrated with Work Orders, Billing, Contracts, and the Technician App. Job data flows automatically through the system from planning to invoice without any re-entry required at any step.

Each employee needs a start address, a start type (home or depot), working hours, and valid location coordinates. Work orders need usable address data too. Without this, PlanSmart cannot build accurate routes. A setup wizard under Settings → PlanSmart walks you through employees, working hours, groups, route settings, load balancing, and dayparts step by step.

Yes. Per employee you choose the start type: Home starts the route from the employee's own address, Depot starts from a shared company location. You can also set private travel time — the minutes from home to the first job — and choose whether depot trips count in the route calculation, so the plan matches how your teams actually start their day.

Yes. Select the work orders on the planning board — including the existing planning — and start a new optimisation run. PlanSmart recalculates the best order; work orders you have marked as fixed stay in place. You can also enable automatic route optimisation after completion, so the route is recalculated as soon as a technician finishes a job.

They appear as unassigned in the results panel after the run, so nothing disappears silently. You can plan them manually on the board or run another optimisation with adjusted settings. Work orders without valid coordinates are flagged in the overview before the run starts, because missing address data can block a clean result.

Yes. Planning groups let you organise employees by region, depot, or specialisation, and PlanSmart optimises within each group. That prevents unrelated teams from being mixed into one route plan and keeps the planning predictable when you work with multiple crews.

Yes. With dayparts you define time-based planning rules — for example morning, afternoon, or evening — and set the days on which each daypart applies. Work orders with a daypart are planned within that window; work orders without one are planned without a time-of-day restriction.

PlanSmart is available as the Planning AI Power-Up. An administrator orders it through the License Manager in the OutSmart BackOffice, and it becomes available immediately after the order is completed. You then configure it via the setup wizard under Settings → PlanSmart.

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