Multi-Inspector Scheduling: Per-Inspector Calendars
Pick which inspector handles a given appraisal, give each inspector their own scheduling calendar with independent capacity, and let VAs manage the owner's calendar. Events booked by staff mirror to the owner so your calendar always reflects what is on your plate.
You'll learn
- How to flag a staff member as an Inspector so they appear in the picker
- How per-inspector calendars work and where the capacity caps live
- How a VA can manage the owner's schedule with the manage_schedule permission
- Why events booked by staff mirror onto the owner's calendar automatically
Why this matters
You run a firm with three inspectors. Each one has their own truck, their own week, their own capacity. Your VA needs to be able to book any of them without pinging you for approval on every slot. Without per-inspector scheduling, every booking funnels through the owner. You become the bottleneck. Your VA texts you fourteen times a day asking "is this slot okay for Mike?" and the answer is always "I have no idea, let me look."
The painful alternative is one shared calendar that pretends three inspectors are one person. Capacity caps collide, drive-time math anchors off the wrong home address, and any slot that works for the owner blocks slots that would have worked great for a different inspector. You end up either overbooking one inspector or underbooking the firm overall.
This article is for firm owners with two or more inspectors and for anyone who delegates booking to a VA. If you are a solo appraiser and you do all your own scheduling, you can skip this one with no loss.
For most solo accounts there is one calendar: yours. But if you run a firm (or even just have a VA who books inspections on your behalf), AwardLettr supports multiple bookable inspectors, each with their own scheduling calendar, independent capacity caps, and a unified owner view that mirrors what staff books for you.
Shipped May 13, 2026
Solo vs. firm: when this matters
Solo workspace
No inspector picker shown. Every appraisal is yours. Bookings use your calendar, your zones, your settings. Nothing changes from the standard scheduling flow.
Firm workspace with inspectors enabled
Inspector picker appears on every appraisal detail page. Pick which inspector handles the case; their calendar (not yours) is what the opposing appraiser books against.
Setup: flag staff as inspectors
Open the Staff tab
Navigate to /dashboard/admin and switch to the Staff tab.
Toggle the Inspector flag
Find the staff user you want to make bookable. Toggle the Inspector switch on. They now appear in the inspector picker on appraisals.
Grant manage_schedule (for VAs who book on the owner's behalf)
If a VA needs to manage the owner's scheduling calendar (not their own), give them the manage_schedule permission on the same Staff tab. This is separate from the Inspector flag.
Configure the inspector's availability
Each inspector has their own zones, working hours, and capacity caps. They configure these on their own /dashboard/account/scheduling page once they log in.
Two flags, two purposes
The inspector picker on the appraisal
Once at least one staff member is flagged as an Inspector, an Inspector picker appears on every appraisal detail page. Pick the inspector who will handle the case before sending the booking invite. The opposing appraiser then sees that inspector's availability, zones, and travel-time math, not yours.
- The picker shows every staff member with the Inspector flag enabled
- Owner is included as a selectable option by default
- Changing the inspector after a booking link is sent re-evaluates against the new inspector's calendar (existing pending bookings stay valid)
- Each inspector has independent daily capacity caps; one inspector hitting their cap does not block another's calendar
The mirror: staff bookings appear on the owner's calendar
When a VA books an inspection for you (the owner), the event mirrors onto your calendar too. This is intentional: your calendar should always reflect what is on your plate, even when a staff member did the actual booking. You will see the event with the appraisal details, the inspector who is performing it, and the booking metadata, all without having to switch views.
Mirror is one-way, not a duplicate
Per-inspector capacity caps
Each inspector has their own max_inspections_per_day, earliest/latest appointment guardrails, and max_drive_time_minutes. These are set on each inspector's own scheduling page. The booking flow respects the inspector who was picked on the appraisal, not the workspace defaults.
| Setting | Scope | Where to change |
|---|---|---|
| Inspector flag | Workspace (per staff user) | /dashboard/admin → Staff tab |
| manage_schedule permission | Workspace (per staff user) | /dashboard/admin → Staff tab |
| Working hours | Per inspector | That inspector's /dashboard/account/scheduling |
| Max inspections per day | Per inspector | That inspector's /dashboard/account/scheduling |
| Availability zones | Per inspector | That inspector's /dashboard/account/availability-zones |
| Selected inspector for a case | Per appraisal | Inspector picker on appraisal detail page |
Common pitfalls
- •Forgetting to flag a staff member as an Inspector. They will not show up in the picker even if they have other permissions.
- •Confusing the Inspector flag with the manage_schedule permission. Inspector = they can be picked to perform inspections. manage_schedule = they can edit the owner's calendar settings and book on the owner's behalf.
- •Configuring zones and capacity on the owner's profile expecting them to apply to all inspectors. Each inspector has independent settings; they configure their own.
- •Cross-tenant booking-page collisions: if you and another AwardLettr workspace both use the same opposing appraiser email, you might historically have hit cross-tenant booking weirdness. This is now scoped per workspace; if you still see it, contact support.
Next steps