The Schedule Tab
To begin, click on ‘Schedule’ on the top menu. You will now see a second ribbon of options, divided into 3 groupings:
- The Jobs Icons – These provide a quick and easy way to add jobs to the Schedule. Please read the separate articles for more information on Job Scheduling and Jobs.
- Resources Icons – Clicking on one of the Human resources/Vehicles icons toggles the display between those two key groupings.
- Calendar – This shows today’s date, arrows and a calendar icon. The arrows allow you to toggle the view backwards and forwards by daily increments and the calendar allows you to toggle by days/weeks/months/years.
The Display Menu
The Display Menu is where you can view and filter your jobs for resources. The system will default to showing all the jobs in (1) Daily but this can be changed to show (2) Weekly, (3) Monthly and List (4) view:
1. Daily View
This provides the list of Resources which has been selected to appear on the Schedule, including Sub-Contractor Licences, JobWatch licences, or whether a resource or vehicle has been set as ‘To Be Used For Jobs’.
The user can toggle between viewing the schedule by Resources or Vehicles by selecting the relevant icon:
The Daily view provides a number of viewing options depending upon which filters are selected. To maximise the potential of the filters, use them in combination to narrow down precisely what you need to know at any one time.
- Resources With/Without jobs – this enables you to see at a glance where your resources are employed or who is free to undertake a job
- Resources With Job at Risk – this allows you to see which jobs are at risk eg if someone will be late to start a job because the previous job has overrun or because of heavy traffic, etc. This gives you the option of responding proactively, for example, searching for a resource without a job and sending them instead.
- Resource Group – this allows you to filter by specific job groups, for example Electrician or Engineer. This is particularly effective when coupled with other filters such as Skill and Attribute where specific abilities or certifications are essential.
- Skill – where specific skills are required for a job this allows you to quickly ascertain which resources have them eg a PAL card
- Attribute – where specific attributes are required for a job this allows you to see at a glance which resource has them eg a roof rack on a vehicle.
- Full Screen – this allows you to toggle between views, with or without the header menu.
- Job Duration Planned/Actual – this allows you to see how resources are performing against the planned schedule and where there are discrepancies.
- Job Colour Status/Flags – there are a number of colours used in JobWatch, with each signifying something different. Additionally, when a resource is acting as an assistant on a job the display may appear in a ‘faded’ form. For a breakdown of what each colour signifies please see the section entitled ‘Numbers, Icons and Colours’ below. You can also filter by flag colours if you have set some up in the back office, providing you with information tailored to your own needs.
- Job label – this refers to which information you wish to show on a scheduled job. Choose from Name/Address/Postcode/City/Custom Field.
- Popup label – you can further select which information appears by changing your preference here. Choose from Custom Field/Description/Reference. Below is an example where Reference was selected as the Popup label:
- Scale – you can choose the increments most relevant to the breakdown of your own business day. Choose from 5/15/30/60 minutes segments.
- Zoom – you can select your preferred viewing screen size preference here. 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)
Whilst in the Daily View you can also use the 3-line aka ‘burger menu’ next to a Resource/Vehicle icon to pursue a number of other actions for that specific Resource/Vehicle. The options are shown below:
For example, if an employee called in sick, you would be able to ‘Unallocate all [of their] jobs’ and then ‘Reassign all jobs’ to another resource. If another resource with the requisite skill-set is unavailable, you would also be able to ‘Cancel all jobs’.
2. Weekly View
When you select the Weekly View, the system will now ask for which resource you would like to view, a group, a single resource or specified individual resources eg 2 resources in the above example. The display will show all the jobs scheduled or completed within the selected week by the selected resources. As with the Daily View, the viewing options can be amended according to your requirements by the selection of filters.
3. Monthly View
As with the Weekly View, the user can select the resources individually or have all selected:
Once you have chosen your preferred Resource/Vehicle/Group you can tailor precisely what data you wish to look at by the use of the filter options on the side menu.
4. List View
The list view is a fantastic way to get a quick and easy to read overview of all the jobs and their status over a period:
- Search – you can search for a job via a range of different reference fields. Choose from job reference/job group reference/job order no/job group order no/indexed custom fields
- Allocation – you can select your viewing options. Choose from jobs that have been Allocated/Unallocated/Actioned/Unactioned
- Contact – view jobs by specific customer. The default behaviour will show all jobs for all contacts.
- Job Site – the site at which the job is to take place, which may be different from the contact address
- Job Type – the system default will show all Job types and Categories. This filter allows you to narrow the search by a specific Job Type, allowing you to see, for example, the volume of workload that that a specific Type represents
- Job Category – search by the Job Category eg Maintenance. See 5
- Resource – search by all resources or by selected ones
- Job Group’s Category – search by the Job Group Category eg Electrical Service
- Resource Group – search by a Resource Group eg Electricians
- Job Status – the job’s status, eg cancelled, completed, completed with issues
- Customer Activity – this allows you to filter by the stage the job is at with the customer eg Job card sent, Invoice created, Invoice sent
- Flag – search for flag attributes which you have customised in the back office
- From – search a ‘From’ date: When searching a ‘From’ and ‘To’ date, the user will have the option to define the period, if it is Planned, Actual, Creation Date or Due Date:
- To – search a ”to” date. As with 13) this can be defined over a period of time
- Add a Filter – this allows you to add a filter to view a custom field
- Display – select how many jobs you would like to view per page, choose from 10/25/50/100
- Import – Import Jobs into the system
- Export CSV – export the selected fields to a CSV file
- More – the more option will allow the user to:
Cancel – this will allow you to cancel all jobs in view (you will be asked to confirm before they delete).
Schedule – 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 selected for each job.
Send all – you can choose to send an email to all in view (up to 100).
To change how the information is displayed within the list view the user can customise how much or little information appears by selecting the ‘Columns’ option at the top:
Once selected this will open another box which will give the options on what they would like displayed:
Numbers, Icons and Colours
A circled number displayed on the tab indicates any jobs scheduled within the past 8 hours that are late to start, refused, suspended or completed with issues. In the example screenshot above, you will see there are two issues with jobs on the schedule. On the schedule itself, those jobs look like this (outlined in red):
You will see that the resource figure appears in red to indicate that the job is at risk. More information regarding resource colours is given below.
When there are issues around a job on the Schedule, a small icon will appear on top of the job in question, with each icon signifying something different. Hovering over an icon will display the meaning:
The appearance of this icon will be linked to a constraint within the job eg a specific certification may be required which this resource doesn’t have.
This indicates insufficient driving time allowance has been left between jobs
This icon indicates that the job should not be scheduled for this time, either because of a job constraint or because of other planned jobs.
This indicates that the job is at risk because of a late start.
This icon shows that the job requires a resource with a certain skill or from a specific business area, in the example shown above it is ‘Implementor’.
There are a number of set colours employed within Jobwatch and additional ones available to you to customise your own site.
These are the colours that appear as the background of the jobs, eg
The full range of job colours and their meanings are:
Where the job appears in a ‘faded’ version on the Schedule, this indicates that the Resource you are viewing is acting as an assistant on this job. In the example below, (1) is the primary resource and (2) is the assistant:
It is also possible to tailor the system by adding additional colours which are useful to your business. To set up Job Flags navigate: My Account → Administration → [side menu] Schedule → Job Flags → Add.
The colour in which the Resource icon displays indicates different things eg:
indicates that the Resource is currently on schedule. The full range of Resource colours and their meanings are:
It is also possible to tailor the system by adding additional icon colours which are useful to your business. To set up a personalised Resource colour, navigate: My Account→ Administration → Forms → Timesheet Activities → Resource Group → Add.
There are 3 outline colours: red, green and turquoise. Their meanings are as follows:
Time colours refer to the timings in green and purple at the far right of a job on the Schedule view. Their meanings are:
These may alter depending on whether ‘Planned’ or ‘Actual’ is selected on Schedule → Display → Job Duration
Click, Hover and Drag Functions
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
- Job card (on completed or started jobs)
- Email confirmation / Cancel (on jobs yet to start)
When reviewing your schedule, if you hover over 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.
Jobs can easily be moved or edited by dragging them; simply click on a job and hold and slide it into place somewhere else in the schedule. However, do bear in mind that if the job has already been confirmed by the contact, you will need to re-send the email confirmation. A popup reminder will ask you to confirm that you want to reschedule it and if you confirm the change the job outline will revert to red (unconfirmed), from green (confirmed).
- Jobs which are created but not scheduled for a specific day, time or resource will appear in the “Unscheduled Jobs” side menu:
(1) Clicking upon ‘View All/Hide All’ allows toggling the view between category headings and all Uncategorised Jobs
(2) If the category is set when a job is created then the job appears under the appropriate category heading, otherwise it will be listed in the “Uncategorised” section. To add additional Job categories, navigate:
My Account → Administration → [side menu] Schedule → Job categories.
(3) The Import icon allows you to import an Excel data file of jobs. Clicking upon the import icon will open a new popup window:
Now Select the desired file and click to import.
- Within each category, the Unscheduled jobs are sorted in the following order:
1. Job Due Date
2. Latest update activity on the job i.e. jobs due to start soonest will be displayed at the top
3. Jobs ordered by their latest job activity date oldest to newest.
A Route is a series of individual jobs to be undertaken in a single day by either an individual or a vehicle. If you highlight the required Route from your list and drag and drop it onto the schedule, all the jobs are created at once, to be completed one after the other by the resource. The jobs are referred to as “stops” within the Route.
Scheduling a Route is much quicker for the back office than it would be were each job to be individually added to the schedule. An additional benefit of setting up the scheduled jobs as a Route is that JobWatch can then journey plan for you. By inputting the location and type of each job, JobWatch will optimise the route ie find the most efficient order for the resource to complete the Route in, usually reducing Route duration and mileage.
Routes work best where resources are regularly completing the same jobs/routes, for example on a daily or weekly basis, so that the Route can be set up once and then re-used. You can add/remove stops if there are changes.
Common examples where Routes are used successfully include collection & delivery, haulage, transport, refuse collection, regular maintenance/inspection visits, etc.
There are 3 steps to using Routes:
- Creating a Route and add jobs
- Optimising the Route
- Start scheduling the Route
1. Creating a Route and Adding Jobs
To plan a route, navigate: (1) Schedule → (2) Routes → (3) Create a new route +
This will have opened the “Add / edit route” popup:
Begin by (1) giving the Route you are creating a name and then (2) Add stops ie jobs, to the route. Clicking ‘Add stop’ opens a new popup window:
- Contact: Name of the contact for this stop. Stops must be linked to a contact.
- Job Type: Type of job which will be completed at this stop
- Job start time: You can set a fixed start time for each stop, however this should be left blank if you want the route to be optimised.
- Job duration: Planned duration of the job for this stop. This will be filled out with the default for the job type, but can be overridden here.
- Description: Free text box for any relevant notes or information about the stop
This is what it might look like when stops have been added:
2. Optimising the Route
Once all of the stops (jobs) have been added, you may elect to Optimise your Route. On the ‘Leeds Schools Route’ example above, you will see that there is no Optimise option and this is because one of the stops has a time constraint on it. If we edit and remove the start time from the initial stop, the Optimise icon will appear:
A new popup will now open asking you to select a start and end point for each resource. This is because the optimal route may be different once the trip to/from the depot or other location is accounted for:
Enter the contacts and click ‘Optimise’ to finish the process. The stops will now have been sorted into the most efficient order.
Optimisation is a great feature which makes it simple to find the best order for stops, however, there are some limitations on Optimisation, in which case it is simple to order them manually using the blue arrows which appear to the left of the stops.
There are certain instances where Optimisation is not possible:
- You want a route to be completed over multiple days
- The route is impossible e.g. too many jobs to complete within the resource’s working hours
- The route is in the past e.g. you cannot log in at 11am and optimise a route to start at 9am
- There are time constraints necessitating a specific order