Lawn care scheduling app for recurring mows, crews, and rain days
Okason is the lawn care scheduling app for owners who run the week from the truck: recurring mows set up once, crews assigned per job, and a rained-out day rescheduled in one action.
- Set weekly mowing up once — instances generate 90 days out
- Skip one visit without touching the rest of the series
- Move a rained-out day's jobs in one action, not one at a time
- Your crew opens today's route on their own phone
Your schedule lives on a whiteboard, a calendar app that doesn't know what a property is, and your head. That works until Tuesday comes in wet and forty lawns have to move — or a weekly customer goes on vacation and skipping one cut means deleting a whole run of entries. Okason is a lawn care scheduling app built the other way around: one **Job** tied to a **Customer**, a **Property**, and services from your catalog, set up once and carried across the season.
Recurring lawn mowing job scheduling you set up once
A weekly mow is one setup, not fifty-two calendar entries.
A recurring service is a Parent Job holding an iCal RRULE that generates Child Job instances 90 days ahead. Pick daily, weekly, bi-weekly, monthly, or a custom RRULE, set an optional end date, and the visits appear on the Schedule Calendar.
One visit changes, the season doesn’t
What matters more is what happens after. Any single instance can be edited, rescheduled, or skipped without touching the series.
A customer leaves town for the week of the Fourth — skip that visit, and next week’s mow is still there. Edit the parent instead and future unmodified instances follow. Cancel the parent and Okason confirms first, naming how many future visits it will cancel, and leaves the completed ones in your history.
One limit: nothing renders past the 90-day generation horizon. You won’t see next February’s mow in October — it hasn’t been generated yet. Everything inside that window is real and editable.
More in our guides to scheduling recurring landscaping jobs and multi-service landscaping packages.
Lawn care rain delay scheduling: the whole day, moved in one action
It rains Thursday and you have a full day booked. Are you clicking through fifteen jobs one at a time?
No. Reschedule Day is batch rescheduling: pick the day, pick a target date, and Okason moves that day’s Scheduled and In Progress jobs together. Completed, Cancelled, and Invoiced jobs never move — the modal lists what moves and what’s skipped, with the reason for each.
Tick Notify customers and each moved customer gets a job_rescheduled notice, subject to their opt-out. The summary reports the number actually notified, not the number moved — a customer with no email on file shows as a gap, not a false confirmation. Each moved job’s pending appointment reminder follows it to the new date.
The forecast sits where the decision gets made
The web Schedule Calendar carries a 7-day forecast for your company’s primary service area on the day headers, with a warning banner and an hourly precipitation popover. The Reschedule Day shortcut sits in that same popover, so the decision and the move happen in one place. Mobile shows a weather strip in List view and a flag on Calendar view.
Two limits. Reschedule Day is web only in V1 — from the phone you reschedule jobs one at a time, or long-press and drag a card to a new day. And the forecast is informational: Okason shows you the weather, it never moves or blocks a job on its own.
Today’s work in driving order, with the address and the gate
Open the Jobs tab and you land on today in List view. Every card carries customer name, address, service summary, estimated duration, and a status badge.
On the Crew and Crew Pro plans the list is ordered by Route Optimization — driving order, not alphabetical. On Solo it’s chronological, with no Map view.
Map view plots the day’s stops with a route line. Tap a numbered pin for a callout, tap through to Job Detail, tap the address for turn-by-turn directions in your default maps app.
Calendar view gives you day, week, and month when you want the shape of the week, not the shape of the morning.
Route order applies where addresses are geocoded and there’s more than one stop. More in lawn care route optimization and the best app to manage landscaping routes.
Landscaping crew scheduling: the right crew at the right address
With a second truck, scheduling stops being a calendar problem and becomes an assignment problem.
Step 5 of job creation is Assign Crew on the Crew and Crew Pro plans. Each crew row shows the crew name, the crew lead, the member count, and how many jobs that crew already has that date — so you choose with the day’s load in front of you. A crew already carrying ten hours gets a yellow warning: advisory, not a block.
Assigned crew members see their jobs, the crew lead gets a push notification, and the calendar color-codes by crew so a lopsided week shows at a glance. Filter the web calendar by crew, status, or date range for one truck’s week.
Crew members never see cost: Related Equipment Costs rows render without the cost column or total.
More in assigning jobs to crew members and managing a small landscaping crew, and see pricing for how crew access is packaged.
A lawn care scheduling app that works from the cab
Most landscaping crew scheduling apps are a desktop calendar with a phone app bolted on. A lawn care scheduling app should work the same in your hand as on a laptop.
Create a job from the truck through the same five steps. Swipe a card right for Start or Complete, swipe left for Reschedule or Cancel — the same status transitions as the buttons, one thumb. Long-press and drag a card to another day; a confirmation sheet catches the accidental ones. Drag one instance of a recurring series and only that instance moves.
Starting a job records started_at; completing it records completed_at and the actual duration, and emails the customer a job_completed notice where they have an email on file and haven’t opted out. With no address on file, Okason skips the send and warns you rather than pretending it went. Notifications across Okason are email.
Crew Pro adds mobile-only, non-blocking equipment prompts: a Daily Check-Out on the day’s first Start Job, a Damage Report Prompt on every Complete Job, and a “Log today’s hours?” nudge on the last one. They never fire from the web.
More in running your landscaping business from your phone.
From accepted estimate to job to invoice, without retyping
An accepted Estimate converts to a job with Steps 1–3 pre-filled and still editable, a “From Estimate #…” banner, and a link between the two that survives edits.
At the other end, a Completed job converts to a draft invoice carrying over the line items, quantities, prices, customer, and property. The job flips to Invoiced and the invoice links back.
What Invoiced means: the status flips when the invoice is created, and that invoice may still be a draft in your queue. Billed in the system, not paid. Creating an invoice from a job is an Owner or Manager action.
Jobs carry notes — internal ones the customer never sees, and customer-visible ones — plus up to 20 photos tagged Before, After, or Issue, so a callback about the missed side yard has an answer. The customer and property records behind every job live in customer management.
How Okason compares to other lawn care scheduling software
Search for a mowing schedule app and the results fall into two piles. One is generic booking and shift software with “lawn care” dropped into the title — no property record, no recurring mow route, no crew tied to a job site. The other is landscape scheduling software written for a shop with an office manager in it.
| Okason | Jobber | Arborgold | Yardbook | Generic booking apps | |
|---|---|---|---|---|---|
| Written for the phone first | Yes | Desktop calendar, companion app | Mobile is section four | Web-first, no iOS app | Varies, none landscaping |
| Skip one visit in a series | Yes, per instance | Yes | Yes | Not explained | No property, no series |
| Batch rain-day reschedule | Yes, on web | One passing clause | Named in one line | Not covered | No |
| Weather beside the schedule | 7-day forecast, informational | No | No | No | No |
| Crew seats | Included by plan | Charged per extra user | Sales call to find out | Two roles | Not crew-aware |
| Scheduling on one page | Yes | Seven tabs, ~600 words | ~600 words | ~120 words plus a signup form | Template page |
Scroll the table sideways to see every column.
When a tool charges for every extra login, owners ration them — and the helper who never got a seat is the one who shows up at yesterday’s address. And the enterprise options size their plans by revenue; a shop well under a million is not who those pages are written for. This one is.
We compare the best way to schedule landscaping jobs with a crew and the case for a Yardbook alternative.
How it works
Click Schedule in the sidebar under WORK. The calendar opens with color-coded job cards, a crew filter, and weather icons on the day headers.
Click + New Job to open the five-step wizard.
Select Customer. Type to filter, click a row. No match? Create one inline without leaving the wizard.
Select Property. Address, lot size, and access notes show on each. A customer with one property is pre-selected.
Add Services. Search your catalog, click a service, adjust quantity or price. The total updates and the job title fills in from the first service.
Set Schedule. Set date, start time, and Estimated Duration. Toggle Recurring on for frequency, day of week, and an optional end date — an end date before the start date is rejected.
Assign Crew on the Crew and Crew Pro plans. Pick a crew; one already at ten hours that date shows the advisory warning.
Review and Save. The job is created as Scheduled, the calendar refreshes, and a toast confirms date and time.
Open the card for Job Detail — status actions, notes, photos, crew, and the linked estimate or invoice.
In the field, start and complete the job from the Jobs tab; Create Invoice builds the draft from what you entered.
Frequently asked questions
Create each customer's job once with **Recurring** toggled on, choose weekly or bi-weekly and the day, and Okason generates the visits 90 days out from a single parent job — one job per customer, not one per cut. A frequency change mid-season is an edit to the parent, and future unmodified instances follow it.
Explore more features
Everything else Okason does for landscaping crews.
Crew Management
Add a new hire, email them an invite code, build your crews, and send the day's work to a whole crew.
Equipment Tracking
Know every machine you own, what you paid, what's due for service, and which truck it went out on.
Customer Management
Every customer, property, gate code, and balance in one record your crew can open from the truck.
Ready to Manage Your Crews
and Grow Your Business?
Join landscaping businesses that stopped drowning in paperwork and started landing more jobs. Download Okason Software today and see the difference in your first week.