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Ingepland vs Klaargezet: The Two-Stage Planning Workflow

The Problem: Too Many Notifications

Imagine you're planning next week's schedule. You create a job for Monday, assign it to John, change your mind and reassign to Sarah, then change the date to Tuesday. In many systems, John and Sarah each get a notification. Then you realize you need to split the job into two appointments.

In OutSmart, we solve this with two distinct planning stages.

Understanding the Two Stages

Stage 1: Ingepland (Preliminary/Draft)

  • Work order is scheduled (technician + date assigned)
  • Status shows as "Ingepland"
  • NOT visible in the mobile app
  • NO notifications sent
  • You can change assignments, dates, and details freely
  • Technician has no idea this work order exists yet

Stage 2: Klaargezet (Finalized/Published)

  • Work order is committed to the schedule
  • Status changes to "Klaargezet"
  • NOW visible in the mobile app
  • Notifications are sent to the assigned technician
  • You can still edit, but changes will notify the technician
  • This is the "official" schedule

Daily Planning Rhythm

Morning (10 AM): Create and assign new work orders for the week. They automatically go to "Ingepland".

Midday: Review, optimize routes, reassign as needed. No one is notified about your changes.

Afternoon (4-5 PM): Finalize the schedule. Batch "Klaargezet" all work for the next day.

Evening: Technicians receive one clean notification: "Your schedule for tomorrow is ready."

Benefits of Two Stages

  • No notification spam: Technicians get one schedule update, not 5
  • Flexibility during planning: Move jobs around without consequences
  • Predictability: Technicians know to check their app after hours for tomorrow's schedule
  • Quality: You have time to optimize routes and balance workload before publishing
  • Less confusion: Technicians see a stable schedule, not constant changes

Step-by-Step: Bulk Planning & Finalization

Step 1: Create & Assign Work Orders

  1. Go to Work Orders or Planning Board
  2. Create new work orders for the upcoming week
  3. Assign technician and date - Status is now "Ingepland"
  4. Repeat for all new work

Step 2: Plan on the Board

  1. Open the Planning Board (Planbord)
  2. View "In te plannen werk" table (unscheduled work)
  3. Drag work orders onto the calendar for your desired date/technician
  4. Adjust as needed — technician doesn't see these changes yet

Step 3: Finalize (Klaargezet)

  1. Go to Planning Board
  2. Select all work orders for tomorrow using multi-select
  3. Click "Bulk Definitief Klaarzetten"
  4. Confirm - All work orders change to "Klaargezet" and notifications are sent