Overview
Avoca’s capacity management workflow helps home service teams fill open schedule slots every day with the right mix of maintenance and non-demand opportunities. By combining your live capacity board with demand predictions and automated outreach, you can stay ahead of slow days and keep technicians fully utilized.Daily Capacity Playbook
Run this playbook at the beginning of every day you have open capacity. The process takes 10-15 minutes and keeps your outreach aligned with real-time needs.
Key Inputs
- Capacity board – Live view of how many appointments you can still book today and for the next few days.
- Demand prediction – Expected inbound job volume so you know how aggressive to be with proactive outreach.
- ServiceTitan audience logic – Saved inclusion and exclusion filters for relevant customer segments.
- Opt-out compliance list – Automatic removal of customers who have opted out or already engaged through other channels.
Execution Steps
1
Assess capacity by job type
Open your capacity board and identify open slots for each trade (e.g., plumbing, electrical, HVAC). Compare those slots to your demand prediction to determine how many proactive jobs you likely need to source.
2
Anchor on demand prediction
Use Avoca’s demand forecast to decide how aggressive to be. If inbound demand is light, plan for more maintenance or membership tune-ups. If demand is heavy, you can scale back outreach to the minimal fill needed.
3
Pull inclusion audience in ServiceTitan
Use your saved audience segment to pull customers that match the job types you plan to pursue (e.g., plumbing maintenance members, lapsed tune-ups). This becomes the base list.
4
Apply exclusions automatically
Layer on global exclusions: opt-outs, do-not-contact, customers recently contacted via other campaigns, and anyone already booked. Avoca keeps these suppression lists up to date so you stay compliant.
5
Cap the outreach list
Set the maximum audience size as a multiple of the fill goal. Example: if you need 10 plumbing appointments, target a 20x outreach (200 customers) to account for response rates. Adjust the multiplier per trade based on past conversion data.
6
Launch drip campaign
Start the campaign with an immediate text or call offer. Avoca automatically follows up every two days only to households that have not engaged or booked, so you avoid double-touching committed customers.
Capacity to Audience Calculator
| Job Type | Open Slots | Target Multiplier | Audience Cap |
|---|---|---|---|
| Plumbing | 10 | 20x | 200 |
| Electrical | 6 | 18x | 108 |
| HVAC | 8 | 15x | 120 |
Review conversion rates weekly and adjust multipliers. Higher-performing campaigns can use a smaller multiplier; lower-performing ones may need a larger audience to hit the same fill count.
Drip Cadence Example
- Day 0 (Launch): Personalized offer to fill the immediate opening.
- Day 2 (Follow-up): Reminder with alternative appointment slots.
- Day 4 (Final touch): Last-chance message or value-add (e.g., maintenance tips).
Operational Checklist
- Capacity board reviewed and fill goals confirmed for each trade.
- Inclusion audience refreshed in ServiceTitan.
- Compliance exclusions applied (opt-outs, recent contacts, existing bookings).
- Audience capped based on the job-type multiplier.
- Drip campaign activated with automated suppression for engaged customers.