Scheduling Assistant

Scheduling Assistant

What's New? 

The Scheduling Assistant tool enables you to schedule and reschedule work ticket visits effortlessly. This tool provides a user-friendly list of suggested availability for a sequenced or time-based visit after you specify your search using the quick filtering options. 

You can save time and increase efficiency, especially if you have many routes to manage. Launch the Scheduling Assistant directly from the Work Ticket Drawer or the Context Menu on the Scheduling Board screen.

Requirements 

• Full Access to Schedule Board  permission to view and manage the Scheduling module. 
• To get the most out of the Scheduling Assistant, you must ensure that Routes are set up correctly. So, double-check that you have added the correct number of crew members, outlined the correct number of man hours/days, and configured scheduled availability for the route. This information will be used to create scheduling suggestions. 

Scheduling Assistant Overview 

 Below is a brief description of the components appearing on the Schedule Visit modal. 

1. Work Ticket Number - The number associated with the work ticket visit. 
2. Work Ticket Description -  The description associated with the work ticket visit number. 
3. Route Manager - Select the route manager associated with the route for which you want to schedule the visit you selected. 
   1. By default, you will see the contact name of the route manager currently selected on the schedule board. The dropdown will include all the route managers you can view within your branch. 
4. Route - This is a multi-select field. The selectable routes that appear are based on the Route Manager you selected. 
   1. If you change the route manager when rescheduling, the previously selected route will not be retained, and you must select a route associated with the newly selected route manager.
5. Date Range - The date range is limited between 1 to 8 days (including the start day).  Click on this field to view a calendar dropdown from which to specify a date range of your preference. 
   1. You can select a singular date by clicking on the designated date twice.  
6. Hours/Day - select a value reflecting the estimated hours needed to complete the visit. 
   1. If the estimated hours have been specified in the work ticket, this will be the default value in this field. However, you can update this value. 
   2. You must enter a value greater than zero to view available scheduling options. 
7. Available Schedule Options -The suggested scheduling options will appear in this field.  
   1. You will only see scheduling options reflect the same or more than the estimated time you specified. 
   2. The hours of capacity listed for sequence-based scheduling options reflect the total available hours for the day. 
   3. The time range listed for time-based scheduling options reflects the Working Hours set for the route. 
   4.  The color of the scheduling option reflects the color associated with the route you selected. 

Using the Scheduling Assistant on the Schedule Board 

The scheduling assistant can be launched by clicking the  icon nested to the left of a listed work ticket visit. When using the scheduling assistant, the work ticket visit will populate on the calendar view of your schedule.

Take the following steps to use the assistant scheduling action icon from the work ticket drawer:  

1. Click Scheduling on the Main Menu. 
2. Select the Work Ticket Drawer icon in the upper right corner. 
3. Select the Scheduling Assistant action icon to the right of the Grab & Move icon.
4. You will then be brought to the Schedule Visit modal. 
5. Select a Route Manager. 
   1. The Route Manager you choose will filter the routes that you will see. 
6. Select a Route. 
7. Designate a Date Range that is ideal for your crew. 
8. Enter the estimated hours required daily to complete a Work Ticket Visit. 
9. Click Search. 
   1. The Search button doubles as the refresh button. So, if you change your search criteria, you must click this button to see updated suggestions. 
10. If time is available based on your specified criteria, suggested times will populate in the Available Schedule Options portion of the modal. Click on the suggested time or day that you want to select. 
    1. Time-Based options will display the Date, Route, and Time Range. 
    2. A message directing you to change your search criteria will appear if no suggested scheduling options are available. 
11.  The option you selected will appear in the Schedule for option section of the modal.
    1.  The selected available option displays the current schedule for your chosen option. Only sequenced-based scheduling options will display a tile in this section. Time-based scheduling selections require that you enter a Start and End time. 
    2. Notice that your selected visit will reflect a lighter hue of the color for the route to highlight that this is the new visit being scheduled.
    3.  For sequenced-based routes, you can move the selected schedule option to reflect the desired order for the visits that day. Once you click save, this new order will be reflected on the schedule board.   
    4. If you select a time-based route, enter a Start and End Time that falls within the chosen available listed time range before saving your selection. Note: Selected time-based options will not display a tile on the right side, nor can you rearrange the selected visit with the other time-based visits scheduled for that day. Instead, the available time range will be displayed, and you must enter the Start and End times. It is advised to choose a time within the time range displayed, but you can edit the Start and End times to times outside the specified availability. 

12. Click Save. 

• Once the visit is scheduled, you will see a Visit Scheduled! message appears once you are redirected to the Schedule Board.     

• You will not see the Assistant icon on Cancelled or Completed work tickets. 

Rescheduling Visits with the Scheduling Assistant 

 When rescheduling, if you select a new route manager, the previously selected route will be removed, and you will need to select a route associated with your newly selected route manager. 

Context Menu

You can reschedule visits displayed on the schedule board from the context menu by taking the following steps: 

1. Go to the Scheduling module to view the Schedule Board. 
2. Select the Context Menu. 
3. Click on Scheduling Assistant to reschedule using the Schedule Visit modal. 

 Work Ticket Visit Screen

You can reschedule by launching the scheduling assistant from the Work Ticket Visit screen by taking the following steps:

1. Navigate to the Scheduling module. 
2. Click on a scheduled visit on the Schedule Board. 
3. Click the kebab menu. 
4. Select Edit Visit.
   

5. Select the Assistant button in the upper right corner. 

• You will also see the scheduling assistant button on this screen if you navigate from the Opportunity details screen of an Opportunity in a Won status. 

Accessing the Scheduling Assistant on the Work Ticket Visit Screen

You can schedule work ticket visits that are in the open, scheduled, or pending approval status using the Scheduling Assistant by accessing the work ticket details screen from the Work Tickets module by taking the following steps: 

1. Navigate to the Work Tickets module. 
2. Select a Work Ticket in open, scheduled, or pending approval status. 
3. Click the blue Add icon in the Visits field. 
4. Click the Assistant button in the upper right corner. 

Adding the Scheduling Assistant to the Opportunity Work Tickets Advanced Search List 

Add the Scheduling Assistant to Work Tickets in an Open, Scheduled, or Pending Approval status on the Opportunity Work Tickets screen. The Scheduling Assistant can not be added to Work Tickets that are completed or canceled. 

To do this, you must add the Scheduling Assistant as a Display option on the Opportunity Work Tickets screen. You will then see a kebab menu for every work ticket to which this feature can be applied. Select the kebab menu and click on Scheduling Assistant.

Take the following steps to add the Scheduling tickets to the Opportunity Work Tickets screen: 

1.  Go to the Opportunities module.
2. Select an Opportunity in Won status. 
3. Click on the More menu in the upper right corner. 
4. Select Work Tickets. 
5.  Click on the Display icon. 
6. Add the Scheduling Assistant field. 
7. Select Apply. 
8. A kebab menu will appear for work tickets to which the Scheduling Assistant can be applied. Click and select Scheduling Assistant. 

Setting Route Availability for Sequenced-Based Routes

You can now define the Working Days for sequence-based Routes. A cautionary message warning that you are attempting to schedule outside of the route working days will populate if you try to schedule outside of the set parameters. 

Set Working Days for a Sequenced  in the Scheduling section of the Manage Routes details screen to set available working days by taking the following steps: 

1. Select Sequenced under the Scheduling panel. 
2. Select a Day from the Day dropdown menu. 
3. Click the Add icon. 
4. Select Save. 

Good to Know

• Setting Work Days for a sequenced-based route is optional, but you must set Working Hours for a time-based route. 
• If you do not set Work Days for a route, it will be assumed that ALL days are available for scheduling. 
• If you specify available Work Days, the days not specified on the Route will be noted as Unavailable on the Schedule Board.