Schedule Board

The Scheduling screen allows you to schedule crew visits to the customers based on opportunities won and the associated work tickets Aspire has generated for each opportunity service. Each visit is scheduled for a route that defines the crew leader and can also define the crew members. Much of the functionality is centered on branching out from the Scheduling screen.

Introduction to the Scheduling Screen

This section provides a high-level introduction to some key elements of the Scheduling screen that provide a foundation for additional detail. The primary purpose of the Scheduling screen is to schedule service visits associated with work tickets, defining routes for crews over time. When properly maintained and used, the Scheduling screen also provides a birds-eye view of the activity that is taking place in the field and provides access to the Time Entry screen that shows how crew members have spent time on scheduled work ticket visits.  Time can be recorded, edited, and approved from the Time Entry screen. This is described in detail in Time Reporting and Payroll.

A Weekly view of the Scheduling screen is depicted below:

The following table provides basic descriptions of elements depicted on the Schedule Board screen image above.

Screen Element	Description
Manager	Each route is assigned to a manager when the route is defined on the Route screen. The manager's selection displays the routes assigned to that manager. The manager field defaults to the manager most recently selected by you who is logged in.
Routes Filter	Use this multi-select drop-down field to filter the routes you want to see displayed on the Schedule Board. Only routes assigned to the selected manager will appear in this drop-down.  After you have selected a route, it will be highlighted in blue and appear within the dropdown list. The route header will display the first two selected routes.  Select the checkbox at the top of the dropdown on the same line as the search bar to select all listed routes.  The background color of the listed route corresponds with the color selected to represent the route on the Manage Route screen.  Close out the Routes dropdown by selecting the X next to the Search bar or select elsewhere on your screen.
Visit tile	Whenever a visit is scheduled for a work ticket, a visit tile is added to the schedule board to display information about the visit. If you have Full Access to Schedule Board permission, they can right-click on a visit tile to access additional options for that visit.
Hours	The hours drop-down determines how hours are displayed on the visit tiles. It provides two options: “Man” and “Crew.” Choosing “Man” will display man-hours. Choosing “Crew” will display crew hours.
Occurrence	The occurrence drop-down determines the meaning of occurrence numbers on the visit tiles. It provides two options: Actual and Annualized. For contracts with repeating services, Aspire creates a work ticket for each expected service occurrence when the opportunity is won. The work tickets, which may occur over multiple years, are numbered based on the expected service delivery order. This number is the Actual occurrence number. If they choose the Annualized option, Aspire will instead display a number representing the number of visits scheduled in the current calendar year.
View Type	Allows you to select how visits are displayed, a week or month at a time.
Include Drive Time	For systems with the Hide Schedule Progress Bar option disabled on the Application Configuration screen, Aspire displays a progress bar on visit tiles for work orders and contracts on the Schedule Board. The progress bar shows the percentage of scheduled hours worked on the job. If the Include Drive Time field value is set to “Yes,” then drive time is included when calculating the percent complete. If the value is set to “No,” then drive time is excluded when calculating the percent complete.
Date Range Selector	Allows you to specify the period displayed in the schedule board view. Depending on the view, selecting the left and right arrows advances a week or a month. Selecting the drop-down arrow displays a calendar control, allowing you to navigate to a specific date. Select Today to bring you to the current day from the calendar.
Weekly Time Review Tab	Displays the Weekly Time Review screen for the current week.
Show Route Assignment	Selecting this checkbox displays the names of crew members assigned to the route just below the route name. When crew members are displayed, the crew leader appears first.
Routes	The Weekly view identifies the various routes assigned to the manager selected at the top of the Schedule Board screen. The numeric value in parenthesis following the route name is the number of crew members expected to be on the route as specified by the Route Size field on the Route screen.
Route Week Schedule	The Weekly view displays the tiles representing the visits scheduled for the week.
Action menu	This menu provides the following for mass-scheduling visits. Work Ticket List - Displays a Work Ticket Search List from which you can search and select work tickets to drag onto the schedule board. Equipment Location Search - Displays the Equipment Location Search screen comprised of a map showing an icon for each vehicle assigned to a route. Vehicles associated with routes for the active route manager will be colored based on their route color. Vehicles associated with routes of other route managers will be gray.  Route Scheduling - Provides a method for scheduling visits on routes and specifying the visit order for property locations displayed on a map. Selecting this option displays the Route Scheduling screen. Note, the following are available to users with Schedule an Event Permission , Branch Admin or System Admin permission. Schedule an Event – Supports scheduling of visits based on an event, for example, a snowfall event. Choosing this option takes you to the Schedule an Event screen. Note - A Branch or System admin permission is not required if an administrator has enabled the Schedule an Event Permission . As Needed Exceptions – Supports scheduling visits for As Needed opportunity services that do not have existing work tickets scheduled during a specified time frame. This option displays the As Needed Exception Report on the  As Needed Exceptions Search List screen.
Route Total Hours	Displays the total hours the crew is scheduled on customer sites over the day. Note that the displayed value represents crew hours, not man hours. Thus, if a three-man crew is scheduled for 8 hours on-site during the day, the value will be 8 – not 24.
Totals	Displays the hours scheduled for all crews assigned to the specified manager for each day of the week.

Visit tiles

Tiles are displayed on the schedule board to represent scheduled visits for work tickets. Multiple visits can be scheduled for a single ticket. Left-click on a visit tile to view the visit details at a glance, including the date, opportunity number, work ticket number, property, location, and contact details, as well as an option to go straight to the Opportunity Gantt Chart or the visit details screen.

 

The Equipment icon displays the name, model, and class of the equipment scheduled for a visit. If multiple pieces of equipment are scheduled, select the hyperlink to view additional details or go to the Equipment Scheduling Board. To access specific information, select the Equipment hyperlink to navigate directly to the Equipment Details screen.

The table and images below describe some examples of visit tiles on schedule boards in Aspire.

Description	Visit tiles
The clipboard icon on the left side of the tile represents the last work ticket for both a contract and a work order with multiple scheduled visits for the specified service.
The cycle symbol on the left side of the tile indicates that the work ticket is part of a recurring schedule.
The checkmark symbol on the left side of the tile indicates that the work ticket’s status is complete.
The equipment symbol on the left side of the tile indicates that the work ticket visit for the day has scheduled equipment.
Selecting the X in the upper right-hand corner of the tile will Delete the visit.
The status bar represents a percentage of completed Work Ticket hours compared to the number of Budgeted hours on the Work Ticket. The system will use the calculation of Actual Work Ticket hours / Budgeted Work Ticket hours. If the Actual Work Ticket hours exceed the Budgeted Work Ticket hours, the status bar will appear in red.
The alternate colored text indicates that the work ticket was marked as complete in the Crew Mobile App. The work tickets status may not yet be set to complete if the time was not yet accepted on the Time Entry screen. When you hover the cursor over a completed work ticket tile displayed in gray, Aspire changes the font, making it more visible for reading. The text color reverts to gray when the cursor moves off the visit tile.

Pop-up Menus

Three pop-up menus can be displayed on the Scheduling screen:

Menu Name	When Displayed	Visual
Week Pop-up Menu	Displayed when you right-click (or on a mobile device, touch) on the white space of the first tile to the right containing the route name and the name of the route members in the Weekly view.
Day Pop-up Menu	Displayed when you right-click (or on a mobile device, touch) in the white space area below the tiles.
Visit tile Pop-up Menu	Displayed when you right-click (or on a mobile device, touch) a tile representing a visit in a monthly or weekly view. The display of some options is conditional.

The options available for each of these menus are described below.

Week Pop-up Menu

Options available when you right-click on one of the boxes in the Weekly view of the Schedule Board containing a route name are described here:

Day Pop-up Menu

Options available when you right-click on a route/day in the area below all visit tiles in the Weekly view of the Schedule Board screen are described here:

Insert Blank Days – Additional info

When you shift a schedule using the Insert Blank Day(s) option, a checkbox is available to Exclude Weekends. In the example below, checking this checkbox will cause the visits on Friday to shift to Monday instead of Saturday.

Visit tile Pop-up Menu

Options available when you right-click on a visits tile in the Weekly view of the Schedule Board screen and have Full Access to Schedule Board permission are described here:

Bulk Move Work Ticket Visits 

You can select more than one ticket to move on the Schedule Board. Select Bulk Move Work Tickets to view how this feature works.