PyroPlanner
Livesince 21 August 2026Operations platformLine 02
Jobs lived in one system and assessors' diaries lived in another. Somebody spent every morning working out who was free.
Overview
Pyro Fire carry out fire risk assessments. The work arrives as jobs on a monday.com board; the assessors who do it keep their diaries in Connecteam, out in the field. The two systems had never spoken to each other, and neither knew the rules Pyro Fire actually schedule by: this type of assessment needs that kind of assessor, within a sensible travelling distance, on a day they are genuinely free. So a person held it together, every morning, by hand.
The challenge
Availability was a guess until you checked. A name that looked free on the board might already be booked in a diary nobody had opened.
The rules lived in people's heads. Who can do what, and how far they will travel, was knowledge rather than configuration.
Every booking was a phone call. Offering three dates and getting one back took a day, sometimes two.
Two people could offer the same assessor the same day. Nothing stopped it.
Nobody could answer "why them, why then?" afterwards without reconstructing it from memory.
The approach
Keep both existing systems. monday.com stays the source of truth for the job; Connecteam stays the source of truth for the diary.
Put a portal between them that does the matching before anyone opens a spreadsheet.
Make the scheduling rules something the client writes and edits, in plain English, without us.
Record every decision as it happens so the question "why this assessor, why this date" always has an answer.
What we built
Job intake
A job moved to Pyro Planner on the monday board arrives by webhook, columns and all. Nobody re-types anything.
Matching
Rules filter assessors by job type, team and travelling distance. Their live Connecteam diaries then decide who is actually free.
Triage
Staff see ranked candidates for every possible date, can exclude anyone for a day or for the whole job, and choose what to offer.
Client booking
The client picks from dates in an email. First click claims it; the dates are held until then, so nothing is double-offered.
Write-back
The shift lands in the assessor's Connecteam diary, and the monday board updates itself: booked assessor, confirmed dates, status.
Technologies and integrations
monday.com webhooks and API
Connecteam API
Supabase (Postgres, edge functions)
Rules engine the client edits
Transactional email
Immutable activity log
What changed
Outcome: The morning disappeared. A job now arrives, matches itself, and puts a ranked shortlist in front of a person whose job is to make a judgement rather than to collect information. Scheduling knowledge moved out of heads into rules the business owns; clients pick their own date and the answer is binding the moment they click; and "who agreed this and why" is recorded at the time. We publish no figure for any of this, because nobody has measured one.
Supporting evidence
Live in production since 21 August 2026. Pyro Fire staff use it daily against real jobs; there is no sandbox.
Extended in phases since launch: matching first, then client booking, reconciliation, half-day scheduling, archiving and capacity reporting.
Pyro Fire have agreed to be named as a client and a point of reference.
Screenshots are not published; the client has not approved them.
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