Booking Calendars
Prestige uses two separate booking calendars. Every appointment goes on one or the other — never both, never a third. The AI routes to the correct calendar automatically based on what the customer says they need.
Sales Calendar
Assigned to: Trevor
Roof replacements, siding, windows, doors, gutters, new installs, insurance claims, renovation projects.
Available Slots (Mon–Fri)
Each slot is a 2-hour consultation + 1-hour buffer. All decision-makers should be present.
Technical Calendar
Assigned to: Chris
Roof repairs, inspections, tune-ups, leaks, damage assessments, maintenance, small section repairs.
Available Slots (Mon–Fri + Sat)
Each slot is a 2-hour hands-on assessment. Saturday same hours per Pansey.
What the 1-hour buffer means (Sales Calendar)
After every Sales appointment, there is a built-in 1-hour gap before the next slot opens. That buffer is not wasted time — it gives Trevor time to wrap up notes, drive to the next property, or handle a follow-up before the next customer arrives. It also prevents back-to-back scheduling that leaves no room if a meeting runs long. The buffer is automatic; the customer never sees it — they only see the available start times. Technical Calendar appointments run back-to-back by design (Chris has fixed 2-hour slots and a tight daily route).
Replacement jobs require Trevor (sales consultation, 2hrs, all decision-makers). Repair jobs require Chris (technical assessment, 2hrs). Sending the wrong person wastes time for everyone and signals disorganization to the customer. Two calendars eliminate that mistake.
What goes on the Sales Calendar
- Any mention of replacement: roof replacement, new roof, replace everything, old roof, worn out, end of life
- Siding, windows, doors, gutters (new install or replacement)
- Insurance claims, adjuster visits, hail damage needing replacement, storm damage
- Full install, renovation, upgrade projects
- Sales consultation requests
What goes on the Technical Calendar
- Roof repair: leak, drip, water stain, wet spot, missing shingles, blew off, cracked, hole, torn
- Inspection, tune-up, maintenance, cleaning, roof health check
- Damage assessment for small sections
- Gutter repair, downspout issue, fascia/soffit damage
- Flashing issue, chimney leak, siding came off (repair only)
A customer describing a repair who also mentions “maybe I need a whole new roof” is a replacement lead. Sending Chris (technical) instead of Trevor (sales) means the customer gets an assessment quote but not the sales consultation they need. Replacement always escalates to Trevor so the right conversation happens.
| Source | How It Books | Calendar |
|---|---|---|
| Phone call (after hours) | Jessica (AI voice) qualifies the caller, identifies the service type, then offers available slots and books directly on the correct calendar | AI routes based on what the caller says |
| Text lead (Thumbtack / Angi) | Jessica (AI text) engages by SMS, qualifies, collects address, then offers times and books directly | AI routes based on service type in the conversation |
| Website booking forms | Customer fills out the form on prestigeroofingmd.com and selects a time slot. Booking is created in the Syncwell App automatically. | Determined by which form they used (repair vs. replacement page) |
| Staff booking manually | Pansey or any staff member can book directly in the Syncwell App for a customer who called in or was referred | Staff chooses the calendar based on service type |
| What Happens | Who Gets It |
|---|---|
| Appointment appears in Syncwell App calendar | Both Trevor and Chris can see all bookings |
| Email notification sent automatically | Pansey receives email for all repair/inspection bookings. Mike receives email for all replacement bookings. |
| Confirmation text sent to customer | Syncwell App sends an automated SMS confirmation to the customer |
| Post-booking address verification (phone bookings only) | A second SMS is sent asking the customer to confirm their contact info on file. Corrections are reviewed before updating the record. |
Repair bookings = Chris goes out. Pansey tracks and coordinates. Replacement bookings = Trevor goes out. Mike tracks sales pipeline. Separate notifications mean each person is immediately aware of what falls in their lane without having to sort through all bookings.
Current — Live Now
| Integration | What It Does | Status |
|---|---|---|
| Syncwell App Calendar | All bookings live here. Staff can view, reschedule, or cancel. Syncs with team’s working hours. | Live |
| Jessica AI (Phone + SMS) | Books directly on the correct calendar during live conversations. No human step needed. | Live |
| Email Notifications | Team gets immediate email when a booking is confirmed. Separate notifications for repair vs. replacement. | Live |
| Booking Confirmation SMS | Customer receives SMS when appointment is confirmed. Phone-call bookings also get a contact info verification SMS. | Live |
Coming Soon — JobNimbus Integration
| Integration | What It Will Do | Status |
|---|---|---|
| JobNimbus | Auto-create a Job in JN when a Syncwell App booking is confirmed. Contact synced, service type mapped, date and address populated. | Planned |
Need to change something?
Changes to routing rules, calendar access, notification recipients, or upcoming integrations.
Page: Booking Calendars
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