HVAC Dispatch Software Checklist
Dispatch is where office promises meet truck reality. Use this checklist when evaluating scheduling boards inside an all-in-one FSM or a dedicated dispatch tool.
Board & calendar basics
Can dispatchers see techs by day/week on a clear board? Drag-and-drop reschedule? Color-code by job type, priority, or status? Print or share a daily roster?
Skills, certifications, and truck stock
Match jobs to techs with the right EPA certs, brand training, or truck inventory. Ask how the system prevents assigning a complex commercial chiller call to the wrong tech.
Travel time and route awareness
Does scheduling account for drive time and service area? Map view of open jobs and tech locations? Useful for multi-zip residential HVAC density.
Real-time status and exceptions
Techs update en route / on site / complete from mobile. Dispatchers get alerts for late arrivals, parts needed, or emergency inserts without phone tag.
Recurring maintenance & memberships
HVAC lives on seasonal tune-ups. Confirm you can schedule recurring visits, membership entitlements, and capacity holds for peak heat/cool seasons.
CSR handoff quality
When a job is booked, does the tech see equipment notes, prior visits, access instructions, and sold estimates? Dispatch quality is data quality.
Go-live criteria
Before you cut over: one week of parallel dispatch, documented exception playbook (call-outs, after-hours), and a named dispatcher champion.