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Managing your Schedule

Email Confirmation

Email Confirmation

Once a job has been created and appears on the schedule, it is sensible in most cases to confirm the appointment with the customer.

This can be done by simply clicking on the job (on the schedule) and clicking ‘Email confirmation’.  A pop-up will appear allowing you to fully customise the confirmation email being sent (it will automatically use a job confirmation template, but you can either manually amend the email or choose a different template).  The contact’s email address will auto-populate but you can add in other persons from the contact should you wish to, or even Cc in other email addresses.

 

The confirmation email received by the customer will allow them to confirm the job time/date.  The customer must click on the link provided in the email to confirm their receipt of the job and accept the scheduled time/date.  They can add a note to their confirmation as well, should they wish to.   The email also comes with a calendar attachment, which allows them to automatically add the appointment to their Outlook calendar.

Once the customer has confirmed via the link, a couple of things will happen:

1. The resource allocated to the job will receive an emailing confirming that the customer has confirmed the job.

2. The job will now appear with a green outline on your schedule (prior to being confirmed, it has a red outline).

Reviewing Your Schedule

Reviewing your schedule

Once jobs have been added, they will become visible on the schedule.  As will be described below, a variety of features on the schedule allow you to manage your jobs:

VISUAL

The status of a job can be seen by simply looking at your schedule; different job statuses appear as different icons and colours:

  • Background colours
    • Grey: scheduled jobs appear in grey on the schedule until the job is received by a resource
    • Teal: job has been sent to a resource
    • Lilac: job has been accepted by the resource
    • Pink: job was refused by the resource
    • Dark green: resource is driving to job
    • Purple: job has started (not yet completed)
    • Black: job is paused/suspended
    • Red: job was completed with issues or cancelled
    • Green: job was completed (no issues)
    • Faded: if the resource is assisting someone else on a job, it will appear as faded on their schedule
  • Resource colours
    • Grey: No activity on timesheet or end work
    • Green: Start work on timesheet
    • Red: Resource is late to start a job
    • Other: My Account → Administration → Forms → Timesheet Activities → Select Group (added per group) → Add. This allows you to select additional colours to signify a category which is meaningful within your own business eg pink (shown below) could be used to signify ‘lunch’ or ‘overtime’
  • Time colours
    • Green: Driving duration
    • Purple: Job duration 
    • Please note that these may alter depending on whether ‘Planned’ or ‘Actual’ is selected on Schedule → Display → Job Duration
  • Outlines
    • Green: job has been confirmed by the customer
    • Red: job has not yet been confirmed by the customer
    • Blue: invoice has been sent to the customer
  • Job status icons
    • Alongside the background colours, you will see that icons are also used to portray the jobs’ statuses.
    • Icons include: job scheduled, email confirmation sent to contact, job accepted by contact, resource on the way to job, job started, job paused, job completed, job completed but with issues, job suspended, job cancelled
  • Other schedule icons

There are other icons that may appear on your schedule too, including:

  • Red alarm clock – indicates a job was late to start.
  • Blue exclamation triangle – if you hover over this on your schedule (they appear above blue chevrons), the driving duration to a job will be shown.
  • Red hammer/spanner – if job has a vehicle constraint against it but this hasn’t been taken into account (for example, the job needs a digger but only a normal car has been scheduled for the job), this icon will be shown above it on the schedule as a warning; hover over it and it will tell you what is required for that job.
  • Red clock – if a job has been planned for a time that doesn’t work in terms of the constraints saved against the job (for example, the job has been scheduled outside of the contact’s access hours), then a red clock icon will be shown as a warning.
  • Red person – if a job has a resource constraint against it (e.g. only John Smith can complete the job) but a different resource has been assigned it, a red person icon will appear above it as a warning. Shown in sample screenshot below.
  • Chevrons – grey: travelling time to job/blue: driving time to job where insufficient time has been planned (potential to be late unless changes are made) /red: indicates not enough driving time to get to a job on time (even with changes).

If a Resource is not available at a certain time, for example they are on holiday or their working hours vary to those you are viewing, this will also be visible on the schedule; their time will be ‘greyed out’ or appear another colour (holiday).

HOVER

Hover over a job icon! When reviewing your schedule, if you hover of a job icon with the mouse then a summary of the job will appear.

Depending on which view you are using to view your schedule, there are other opportunities to hover over icons to reveal information too.  These are discussed in detail below.

CLICK

When reviewing your schedule, if you click on a job then more detailed information, as well as your available options relating to the job, will appear:

  • Date / Resource assigned / contact name / Job type / contact address
  • Time from / to
  • Map
  • View
  • Job card (on completed or started jobs)
  • Email confirmation / Cancel (on jobs yet to start)

DRAG

Drag a job to edit it! Click and hold the outline of a job and place it somewhere else in the schedule; you can choose to move it across the schedule for the same Resource (just changing the scheduled time of the job) or to a different Resource/vehicle.  If the job has already been confirmed by the contact, you will be asked to confirm that you want to reschedule it.  You will notice that the icon will change back to ‘scheduled’ (rather than ‘Sent’) and you will need to re-send the email confirmation to the contact.

Note that if a job is amended, when you hover over it, it will now tell you who/what the job was previously appointed to.

View by Vehicle or Resource

View by vehicle or resource

When displaying your schedule on a ‘Daily’ view, you have the option to view your schedule by resources or vehicles; click on either the van or the person icon at the top of the schedule.  Once you have chosen either vehicle or resource, you can now view the schedule weekly, monthly or as a list.

Daily view options

Resources – Choose to view only resources or vehicles with scheduled jobs by ticking the box ‘With jobs’. Any resource/vehicle that does not have a job scheduled in the timeframe you are viewing will no longer be visible. Untick the box to view them all again. You can also tick the box to only show jobs on the schedule that are ‘at risk’; this means if they are going to be (or are already) late to start.

Filter options – You then have the option to filter which resources/vehicles are displayed by their: Group, Skill or Attribute. Use the drop-down lists to choose who/what to display.

Job duration – To view the schedule based on the planned times that were originally entered for the jobs (rather than how long they actually took), check the ‘Actual’ job duration option.

Job colour – There is also an option to change the colours of the jobs on the schedule from their status colour (pre-defined, as described above) to any flag colour that may be applied to them.

Full screen – If useful for display purposes, choose to view ‘Full screen’ by checking the ‘Yes’ option. Select ‘No’ to go back to normal view.

Scale – choose to show 5, 15, 30 or 60-minute interval lines on your schedule.

Zoom – zoom in or out of your schedule; viewing in ‘1’ will show you a full 24-hour time period, whilst zooming in using ‘3’ will show you an 8-hour period (i.e. a typical ‘9-5’ day).

On the schedule, whilst in the daily view, the resource name (or vehicle registration if viewing in Vehicle mode) will appear on the left-hand side.  A coloured icon next to each name/reg indicates their current status: grey (they have not logged into their timesheet), green (they have an active timesheet and on time for their jobs), red (they have an active timesheet but are going to be late).  Hover over the name or icon to show their current active timesheet activity and the last tracked time and location of this.

You can also click on the three horizontal lines next to a name to be given options relating to the resource/vehicle.  For example, click to see a weekly view of that particular resource/resource, or ‘show journey’ to include details of their job journeys on the schedule.

Other options include cancelling or un-scheduling all their jobs, viewing jobs on a map (pop-up) and optimising routes.

Weekly view options

Displaying in weekly view gives you the opportunity to display up to 15 of your Resources/Vehicles for a given week.

To add a Resource’s (or vehicle if viewing in Vehicle mode) schedule to your view, with the ‘Group’ box set to “—All –“, start typing the name and select it from the drop-down menu.

To display the schedule for all the members of a particular Group, select which Group you want to view in the ‘Group’ box using the drop-down arrow and then choose “—Add all –“ from the drop-down arrow in the Resource box.

To remove a Resource/Vehicle from the schedule, click on the X next to their name in the display menu (left of the schedule).

As in the Daily view, choose whether to view jobs for their planned or actual time, and whether they are coded by their status or their flags.

Opt to view full screen by checking the ‘Yes’ box, or change the scale of your schedule to view 5, 15, 30 or 60-minute line increments.

Monthly view options

As per the weekly view, select up to 15 vehicles or resources to view their month’s schedule.

To add a Resource’s (or vehicle if viewing in Vehicle mode) schedule to your view, with the ‘Group’ box set to “—All –“, start typing the name and select it from the drop-down menu.

To display the schedule for all the members of a particular Group, select which Group you want to view in the ‘Group’ box using the drop-down arrow and then choose “—Add all –“ from the drop-down arrow in the Resource box.

To remove a Resource/Vehicle from the schedule, click on the X next to their name in the display menu (left of the schedule).

As in the Daily view, choose whether to view jobs for their planned or actual time, and whether they are coded by their status or their flags.

Opt to view the schedule full screen by checking the ‘Yes’ box.

List view options

Search – use this box to search for a job using a variety of fields (hover over the “i” to see the full range of what you can search by).

Unallocated / Allocated – choose to view unallocated jobs, allocated jobs or both.

Unactioned / Actioned – in the job result screen (when viewing a job), there is an option to mark a job as ‘actioned’; using this function will then allow you to filter between completed (i.e. actioned) jobs and ones still to action (i.e. unactioned).

Contact – by default all jobs will be listed but if you want to display just the jobs for a particular contact (i.e. customer), use the ‘Contact’ box to start typing their name and select them from the drop-down list that will appear.

Job type / Job category – use these drop-down lists to filter your list view to display only certain job types or categories.

Resource group /Resource – choose to display jobs for only certain resource groups or for a particular resource.

Job status – choose to view jobs based on their status.

Customer activity – this drop-down list gives you the option to view jobs by what stage they are at with the customer, for example “invoice unpaid”.

Flag – if using flags, you can use this filter to only view a certain flag type.

From / To – choose to view jobs for a day or a date range

Add a filter – if have added a custom field to a job type, you can add the custom field to allow filtering by it.

Number of jobs displayed – choose to display 10, 25, 50 or 100 jobs at a time.

Import or export – you can import an existing list of jobs you have (using a template) or export the list in view to a CSV file.

More…

  • Send all – once you have chosen your filters, you can choose to send an email to all in view (up to 1000).
  • Cancel all jobs – this will allow you to cancel all jobs in view (you will be asked to confirm before they delete).
  • Schedule all jobs – from here you can batch schedule up to 100 jobs in one go. The slot with the cheapest cost and smallest traveling time will be picked for each job.

Choose what date/date period to display

Above the schedule, the date currently being viewed is displayed.  Use the arrows (< >) or the calendar icon to change the date.  Depending on whether you are viewing daily, weekly or monthly, you can choose between specific dates, weeks or whole months.

Unscheduled Jobs

Any job that has been created but not yet scheduled for a specific date and/or resource, will be displayed under the ‘UNSCHEDULED JOBS’ side menu to the left of the schedule (1). (Note that the side menu for ‘unscheduled jobs’ will allow be visible when using the daily, weekly or monthly option in the ‘Display’ side menu.)  Click on the ‘+’ to view the list of unscheduled jobs; the jobs will be displayed in groups (by job category) but you can toggle between ‘Hide all’ and ‘View all’ to either view them all or just the job categories showing (how many in the category is displayed).

Click on a job to view information and options.  From this pop-up, you can also use the drop-down list at the top to schedule the job to a resource (it will say ‘Unallocated’ is there is no resource assigned to it) (2).  You can also use the ‘From’ and ‘To’ boxes on the left-hand side to choose a time for the job (3).

The date displayed on the pop-up will display the current day but there are a few ways you can schedule the job from here:

  1. To schedule an unscheduled job from the list, simply click and drag the job from the list onto the schedule, or
  2. Click on the job to get the pop-up displayed and choose ‘Scheduling assistant’ (4), or
  3. Click on the job to get the pop-up displayed and choose ‘View’ to open the job and from there you can schedule the job using the method described above (5).

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Updated on 19th March 2019

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