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Block bookings for specific dates (heat waves, holidays, time off)

Sometimes you need your agents to stop booking a certain kind of work for a few days — a heat wave where you want techs free for no-cool calls, a holiday week, a stretch when your maintenance crew is out. You do that with a 0% cap on a date window in Capacity Autopilot. It takes about two minutes.

Two things to know first

  • This only blocks bookings your UpSmith agents make. Anything your team books by hand in ServiceTitan still goes through as normal.

  • A cap only blocks what it covers. Every arrival window and every day you want blocked needs its own 0%. Any space you leave empty runs at 100% and stays bookable — that's the one people miss.

Block a date range — step by step

  1. Go to the Autopilot tab.

  2. Under Overview, click the date block for the dates you want to block — e.g. August 17–20. Make sure that window is the one selected and not Default; anything you enter under Default applies all year.

  3. Click the group you want to block — e.g. HVAC Maintenance.

  4. Click the 3 dots next to the arrival windows.

  5. Set the capacity to 0%.

  6. Fill in 0% for every open space highlighted — every arrival window, every day in the range. Leave one blank and that slot is still bookable.

  7. Save.

Within a minute or two your agents stop offering those slots. Your customers never see them — they're simply not on the list of times the agent can offer.

Don't have a date window for those dates yet? Add one with + Add Date Window, name it something you'll recognize ("Heat wave – Aug 17-20"), pick the start and end date, and save — then follow the steps above. Date windows repeat every year, so see When the dates pass below.

Block some job types but not others

Say you want to stop maintenance during a heat wave but keep taking plumbing work. In that same section, your job types run across the top as columns. Click the box at the top of a column to select only the ones you want — for example Heating and Cooling — and leave Plumbing unselected. Only the columns you select get the 0%.

Doing this for another location or a different setup

Same steps, different groups. Pick the Business Unit Group for that location, then the Job Type Group that holds its maintenance job types. Groups are often named differently from one location to the next, so if you're not sure which group holds which job types, email support@upsmith.com and we'll look at it with you.

When the dates pass

Put the caps back to your normal percentages, or delete the date window. Date windows repeat every year — a window you created for one heat wave will come back next August unless you remove it.

Common questions

Does this cancel appointments already on the books? No. A cap only affects new bookings from the moment you save. Anything already scheduled stays scheduled — move or cancel those in ServiceTitan.

Can my team still book those dates by hand? Yes. Caps govern what your UpSmith agents book. They don't touch what your dispatchers do directly in ServiceTitan.

I set 0% and something still got booked. Nine times out of ten it's a space that didn't get filled in. Go back and confirm every arrival window and every day in the range shows 0%, and that you were on the right date window rather than Default. If it still looks wrong, email support@upsmith.com.

How fast does it take effect? A minute or two after you save.

Do I have to block the whole business unit? No — that's what the column boxes are for. Select just the job types you want blocked.

Where to go next