Schedule Board

The Scheduling screen allows you to schedule crew visits to the customers based on opportunities that have been won and the associated work tickets that 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 and 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 selection of the manager displays the routes that are assigned to that manager. The manager field defaults to the manager most recently selected by you who is logged in.
Routes Filter March 2021 Enhancement	As part of the March 2021 release, when a manager is selected, the routes assigned to that manager are displayed and can be filtered.
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 has 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 displayed on the visit tiles . It provides two options: “Actual” and “Annualized.” For contracts with repeating services, Aspire creates a work ticket for each expected occurrence of the service when the opportunity is won. The work tickets, which may occur over the course of multiple years, are numbered based on the expected order of service delivery. This number is the “Actual” occurrence number. If they choose the “Annualized” option, Aspire will instead display a number representing the number of the visit scheduled in the current calendar year.
View Type	Allows you to select how visits are displayed, a week at a time, or a month at a time.
Include Drive Time	For systems that have the Hide Schedule Progress Bar option disabled on the Application Configuration screen, Aspire displays a progress bar on visit tiles for work orders on the Schedule Board. The progress bar shows the percent of scheduled hours that have been 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. Selecting the left and right arrows advance a week or a month at a time depending on the view. Selecting the drop-down arrow displays a calendar control allowing you to navigate to a specific date. You can click 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	When in Weekly view it 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 who are expected to be on the route as specified by the Route Size field on the Route screen.
Route Week Schedule	In Weekly view, displays the tiles representing visits scheduled for the week.
More drop-downmenu	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 only to users with Branch Admin or System Admin permission. Schedule an Event – Supports scheduling of visits based on an event, for example, a snow-fall event. Choosing this option takes you to the Schedule an Event screen. As Needed Exceptions – Supports scheduling visits for As Needed opportunity services that do not have existing work tickets scheduled during a specified time frame. Choosing this option displays the As Needed Exception Report on the  As Needed Exceptions Search List screen.
Route Total Hours	Displays the total hours that the crew is scheduled to be on customer sites over the course of 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 total 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 visits that are scheduled for work tickets. Multiple visits can be scheduled for a single ticket. The images to the right show some examples of visit tiles on schedule boards in Aspire.

Description	Visit tiles
The clipboard on the left side of the tile represents the last work ticket on a contract 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.
Clicking on 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 are higher than the Budgeted Work Ticket hours, then the status bar will appear in red.
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 hovers the cursor over a completed work ticket tile displayed in gray, Aspire changes the font to bold-black making it more visible for reading. When the cursor moves off the visit tile , the text color reverts to gray.

Pop-up Menus

There are three pop-up menus that can be displayed on the Scheduling screen:

Menu Name	When Displayed	Visual
Week Pop-up Menu	Displayed when you right-clicks (or on a mobile device, touch) on the box containing the route name in the Weekly view.
Day Pop-up Menu	Displayed when you right-clicks (or on a mobile device, touch) in the area below the tiles in the Day view.
Visit tile Pop-up Menu	Displayed when you right-clicks (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-clicks 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-clicks 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 shifts 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-clicks on a visits tile in the Weekly view of the Schedule Board screen and have Full Access to Schedule Board permission are described here: