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Create an AroFlo task and schedule a technician

A client rings about a broken split system, and someone in the office has to open a task, pick the client and location, then book a technician in a separate step.

Cotlet does it in your own AroFlo account with list_clients, create_task, schedule_task and get_task, called by your AI agent, an n8n workflow or a script.

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Hosted · nothing to install or maintain

Can AroFlo do this on its own?

AroFlo's help centre describes creating and scheduling a task as steps a person does in Office (checked 23 Oct 2026). Scheduling with GPS suggests the nearest task or resource, and the API takes signed XML posts, capped at 2,000 calls a day. Nothing in the help centre turns a request into a task with a named technician booked.

How you do it in AroFlo today

  1. Open the Create menu in AroFlo Office and choose Task. A quote is made the same way, with the same fields.
  2. Set the Client, Location, Task Type and task name, then the Priority, Due Date, Assign To and Description, and the Reported By/Contact.
  3. To book the work, use the Task Schedule field while creating, or open the task and click Create Task Schedule under Upcoming Schedules.
  4. Other routes are Set in the Scheduled column of Workflow > Tasks > Open, the Schedules tab with Add Schedule and the people icon, or the Calendar.
  5. Assigning is not scheduling, so a task assigned to the office manager still needs a technician booked, and that second step is the one that gets forgotten.

How to create an AroFlo task and schedule a technician

Prompt

Create an AroFlo task for Harbour Café, aircon not cooling, due Friday, and schedule Sam Rowe on Friday from 9 to 11. Add a note to bring a contactor kit.
  1. 01

    Match the client

    list_clients searches by the name in your request. One clear match moves on. Two or more, or none, stop the run with the candidates listed, because the agent has no tool that creates a client.

  2. 02

    Create the task

    create_task needs a task type that exists on your site. The agent uses the type you name or the one your prompt implies, and the task starts as Not Started. Assign To is filled only when you name someone in the office.

  3. 03

    Book the technician

    schedule_task puts the technician you named on the slot you gave. The agent does not read availability, so it books the slot as asked and leaves clashes for you to see in the Calendar.

  4. 04

    Confirm what AroFlo holds

    get_task reads the task back with its schedules and notes. If the technician or the time differs from the request, the agent says so in the report instead of retrying.

What you get back

Example data

Task created: J1187 Aircon not cooling, Harbour Café, due Fri 30 Oct, status Not Started
Assigned to: Dana Pike (office)
Scheduled: Sam Rowe, Fri 30 Oct 09:00 to 11:00
Note added: bring a contactor kit

Other ways to ask

  • Every morning, turn the call-out requests in this list into AroFlo tasks and schedule each one with the technician I named.
  • Create the task, but leave it unscheduled and show me the task so I can book it myself.
  • Create a Pending task for this client and note that we are waiting for a part.
  • Add a second technician to the task J1187 for the same slot.

What AroFlo allows, and what to know first

  • AroFlo treats the person a task is assigned to as responsible for the work and the person it is scheduled to as the one who does it.
  • AroFlo Office offers four ways to schedule a task: Upcoming Schedules, the Current task list, the Schedules tab and the Calendar.
  • A new AroFlo task is Not Started by default, and the optional substatus is set up per business by the site administrator.
  • Creating a new client in AroFlo needs an extra user permission, so this job picks an existing client.

create_task and schedule_task ask for your OK by default. To run it daily without you, switch confirmation off for those tools in your dashboard.

Sources: AroFlo Help: Create a Task in AroFlo Office · AroFlo Help: Create a Quote in AroFlo Office · AroFlo Help: Schedule a Task or Quote in AroFlo Office · AroFlo Help: Create a Quote in AroFlo Field · AroFlo Help: Scheduling with GPS

Call schedule_task from a script

curl

curl -X POST https://cotlet.dev/api/v1/aroflo/tasks/task_8814/schedule \
  -H "Authorization: Bearer $COTLET_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"resources":["Sam Rowe"],"start":"2026-10-30T09:00","finish":"2026-10-30T11:00","note":"Bring a contactor kit"}'

Example response

{
  "task_id": "task_8814",
  "job_number": "J1187",
  "schedule_id": "sched_5532",
  "resources": [
    "Sam Rowe"
  ],
  "start": "2026-10-30T09:00",
  "finish": "2026-10-30T11:00",
  "task_status": "Not Started"
}

MCP: add https://cotlet.dev/mcp/v1 with the same key; the call is aroflo_write → schedule_task. Example data.

Schedule it in n8n, Make, Zapier or cron

AroFlo tools this automation uses

Cotlet AroFlo tools used to create an AroFlo task and schedule a technician
Tool Parameters
list_clients search, cursor
create_task client_id, task_name, task_type, description, priority, due_date, location, assign_to, reported_by
schedule_task task_id, resources, start, finish, note
get_task task_id
All 14 AroFlo tools with descriptions

Frequently asked questions

Is it safe to connect AroFlo to Cotlet?

Yes. You sign in to AroFlo yourself, in your own Cloud Browser in the EU, and we never save your password. Your agents only get AroFlo once you enable it, every background request is listed, and the browser profile is stored encrypted with AES-256-GCM, the cipher 1Password uses for its vaults. The AI model never sees a login, posts and messages wait for your OK, and Disable for agents cuts access in one click. Independent scanners grade cotlet.dev A+ on Qualys SSL Labs, securityheaders.com and Mozilla Observatory; live results are on https://cotlet.dev/security.

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