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Tradify automation

Create a Tradify job and book staff from a phone call

The phone rings while you are on a roof, and the caller wants someone on Thursday. Back in the van you still have to find them in Tradify, create the job and find a gap in the Scheduler before you forget what they said.

Cotlet does it in your own Tradify account with list_customers, create_customer, create_job, list_appointments and schedule_appointment, called by your AI agent, an n8n workflow or a script.

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Official options

Can Tradify do this on its own?

Tradify has no API for jobs or the Scheduler (checked 12 Oct 2026). Its Enquiries web form captures requests from your website, and Copy To Job turns one into a job, but a phone call is still keyed in by hand. The Google Calendar connection is one way, bringing Google appointments into the Scheduler, so no outside tool can create a job or book a slot.

By hand

How you do it in Tradify today

  1. Go to Jobs in the Tradify left-hand navigation, select New Job, add the Customer and Description and select Save & Continue.
  2. Open the Scheduler and choose the horizontal, vertical or month view, then look for a free slot for the right staff member on the day the customer asked for.
  3. Click the slot, fill in the appointment, assign the staff member and, under Email Confirmation, tick Customer if they should get a confirmation email.
  4. Save the appointment. On a busy morning that is three screens per call, and a slot that looks free can hide a personal Google Calendar event when the G filter is switched off.

With an agent

How to create a Tradify job and book staff from a phone call

Prompt 

New job for Sam Lee at 12 Oak St: replace the hot water cylinder. Book Mike for Thursday morning, about four hours, and email Sam the confirmation.
  1. 01

    Find the caller before adding them

    The agent searches list_customers by phone number first, then by name, because returning customers often ring about a different site. Two close matches mean it asks you which one. Only with no match does it call create_customer, with the email address if the caller gave one, since Tradify cannot send a confirmation without it.

  2. 02

    Create the job with the right site

    create_job gets the work in the caller's words and the site address when it differs from the customer profile. A landlord or PO reference goes in reference. The job exists before any booking, so a call that ends with "I will ring back about the time" still leaves a record.

  3. 03

    Read the day before booking

    list_appointments for that day and that staff member shows what Mike already has. When the requested window overlaps, the agent proposes the nearest free window the same day or a colleague who is free, and never books on top of an existing appointment.

  4. 04

    Book with a crew note

    schedule_appointment gets the agreed window and a short note for the crew: access, parking, parts to bring. email_customer is set only when you asked for a confirmation and the customer has an email. The booking waits for your OK by default, because it can email the customer.

What you get back

Example data 

Customer found: Sam Lee, 021 555 0142 (existing profile, new site)
Job J-0418 created: Replace hot water cylinder, 12 Oak St
Mike Ross, Thu 15 Oct: 07:30 to 09:00 already booked on J-0409
Booked: Mike Ross, Thu 15 Oct 09:30 to 13:30, note: bring 180 L cylinder
Confirmation emailed to sam@example.com
Job J-0418 is now Scheduled

Other ways to ask

  • Who is free tomorrow afternoon for a two-hour callout? Book the first free electrician on J-0422.
  • Every weekday at 6 am, send me tomorrow's Tradify schedule grouped by staff member.
  • New customer Ana Ruiz, 0412 555 019, leaking tap at 4 Bay Rd. Create the job but leave it unscheduled.
  • Book Mike and Jo together on J-0418 for all of Friday, no email to the customer.

Before you automate it

What Tradify allows, and what to know first

  • A Tradify job changes to Scheduled automatically once it has an appointment, and on that day it shows under Today's Jobs in the assigned staff member's job list.
  • Tradify notifies staff who were not already on the job that it has been assigned to them, by mobile push or email, as set under Job Notifications on their staff profile.
  • The Tradify Email Confirmation option is missing when the customer has no saved email address; Settings > Scheduler > Customer Appointment Confirmations can switch confirmations on for every booking.
  • Tradify shows only one Google calendar at a time in the Scheduler, the primary one unless you pick another, so events on a shared or work calendar stay invisible when booking.

schedule_appointment asks for your OK by default. To run it on a schedule without you, switch confirmation off for that tool in your dashboard.

Sources: Tradify Help Center: Create a new Job · Tradify Help Center: Scheduling Jobs in the Scheduler · Tradify Help Center: Edit a Scheduled Appointment Confirmation Email · Tradify Help Center: Connect Your Google Calendar To Tradify

REST

Call schedule_appointment from a script

curl 

curl https://cotlet.dev/api/v1/tradify/schedule_appointment \
  -H "Authorization: Bearer $COTLET_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"job_id":"j_20931","start":"2026-10-15T09:30:00+13:00","end":"2026-10-15T13:30:00+13:00","staff":["Mike Ross"],"notes":"Bring 180 L cylinder","email_customer":true}'

Example response 

{
  "appointment_id": "ap_3318",
  "job_id": "j_20931",
  "staff": [
    "Mike Ross"
  ],
  "start": "2026-10-15T08:00:00+13:00",
  "end": "2026-10-15T12:00:00+13:00",
  "customer_emailed": false
}

MCP: add https://cotlet.dev/mcp/v1 with the same key; the tool is tradify_schedule_appointment. Example data.

Schedule it in n8n, Make, Zapier or cron

Tools

Tradify tools this automation uses

Cotlet Tradify tools used to create a Tradify job and book staff from a phone call
Tool Parameters
list_customers search, limit
create_customer name, email, phone, address
create_job customer_id, description, site_address, reference
list_appointments from, to, staff
schedule_appointment job_id, start, end, staff, notes, email_customer
All 15 Tradify tools with descriptions

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