Setting Up Assignment Rules

In this article

Assignment Rules let you decide who on your team gets each new pickup or delivery, based on the business unit, weekday, time, and area. You create as many rules as you need, and EasyBiz checks them whenever a customer books. The key to a reliable setup is making sure each booking can only match one rule, which this article shows you how to do.

Contents

Where to Find It

Click the ⚙️ Settings icon in the top-right corner.
Under the Scheduling & Dispatch section, click Assignment Rules.

Click + Add Assignment Rule to create one.

This opens the Add Assignment Rule dialog, where you fill in the fields explained below.

The Fields in the Dialog

The fields appear in this order, and only Assign to is required.

Business Units for Assignment

Pick this	Result
Leave empty	The rule applies to bookings in every business unit
Pick one or more	Only bookings in those business units can match

Applicable Weekdays

Pick this	Result
Leave empty	The rule applies every day
Pick one or more days	The rule only applies on the chosen days

Assignment Time Range

Pick a start and end time (hours 1 to 12, minutes 00, 15, 30, 45, AM or PM). The booking's own time window must sit fully inside this range to match. Leave both empty to apply all day.

Booking/Service Area

Pick this	Result
Leave empty	The rule applies regardless of address
Pick one or more zones	Only bookings whose address lands in those zones can match

This field matches a booking to the zone its delivery address falls in, using the areas you set up for your shop. If you have not set those up yet, see [Custom Zones] and [Service Areas] first. If you do not need to route by area, you can leave this empty.

Assign to

Pick the one team member who receives the pickup or delivery. To create a driver or back-office account first, go to Users & Access. See [Introduction to Users & Access] (Coming Soon).

Click Add rule to save.

How Matching Works

When a customer books, EasyBiz looks for a rule whose filters all match that booking.

All filters inside a single rule are combined together. A rule with Business Unit "Laundry", Weekday "Saturday", and Area "East Coast" only matches a Laundry booking on a Saturday in the East Coast zone.
The system follows one rule per booking. If the filters do not match any rule, the booking is created without an assignee and waits in the Job Table for you to assign by hand.
Editing or deleting a rule does not reassign bookings already created. Only future bookings are affected.

For example, a shop with two drivers can cover the whole day by splitting it by time, with both rules set to all areas:

Rule 1 -> Laundry, all days, 8:00 AM to 1:00 PM, all areas, assigned to Ali
Rule 2 -> Laundry, all days, 1:00 PM to 8:00 PM, all areas, assigned to Sunita

From then on, the moment a customer books a morning pickup or delivery it is auto-assigned to Ali, and an afternoon one goes to Sunita, with no one assigning by hand.

💡 Tip: Once you rely on Assignment Rules, make sure your rules cover every time range, and every area if you route by area. Otherwise some pickups and deliveries get auto-assigned while others fall through and need manual assignment, which is the confusing in-between you want to avoid.

The Rule Table

After you save, every rule appears in a table with a three-dot ⠇ menu on each row for Edit and Delete.

Column	What it shows
Business Units	The business units this rule applies to, or "All business units" if empty
Weekdays	The days, or "All days" if empty
Time	The time range, or "All day" if empty
Area	The zones, or "All areas" if empty
Assignee	The driver who receives the pickup or delivery job

FAQs

Two of my rules could match the same booking. Which one wins?

EasyBiz does not guarantee which one wins. Rather than rely on an order, make one of the rules more specific so only one can ever match a given booking. Non-overlapping rules are the only reliable setup.

What happens if no rule matches a new booking?

The booking is created without an assignee and appears in the Job Table, ready for you to assign by hand. This is the normal way to handle bookings that fall outside your rules.

Do my recurring bookings keep the same assignee?

Each new instance of a recurring booking is routed by your rules at the moment it is created. If you change the rules, future instances follow the new ones, while instances already in the Job Table keep their original assignee.

If I edit a rule, does it change bookings already in my system?

No. Rules only run when a booking is first created. Editing, deleting, or adding a rule affects future bookings only.

What if the assigned team member is on leave or their account is disabled?

The booking still goes to that person, since the system does not check whether they are active. Spot it in the Job Table and reassign it by hand, or temporarily change the rule's assignee while they are away.

Give feedback

Up next

Auto Reply Rules

Automatically respond to your customers on WhatsApp the moment they message — even when your team is busy or the shop is closed.