Introduction
The Scheduler Feature is a powerful tool that allows you to easily manage and schedule work orders by dragging and dropping them into a calendar. You can assign technicians and resources, and plan tasks. Once you’re satisfied with your plan, you can save it, and changes will remain in draft mode until you decide to publish them. This ensures that technicians are only notified once the plan is finalised.
Key Features:
Quickly schedule unassigned work orders by dragging them to the calendar.
Efficiently identify and assign the right technicians based on skills.
Reserve and organise limited resources like cars or specialised tools.
Stay flexible when planning cannot yet be fixed, switch work between technicians in draft mode and notify technicians only when you're ready to publishing their schedules.
Getting Started with the Scheduler
1. Accessing the Scheduler
From the main navigation go to the Work management section and select the Scheduler tab.
2. Drag and Drop Work Orders
Unassigned work orders will appear in the Unassigned Work Orders panel, on the left side of the screen.
To assign work orders to the calendar:
Locate the work order you want to schedule in the Unassigned Work Orders panel.
You can search the list of unscheduled work orders by their names.
Use the "Filter by" option below the search bar to refine the list of unscheduled work orders. You can add multiple filters.
Click and drag the work order to the appropriate date and time slot on the calendar in front of the team member you want to assign it to.
You can sort the members list alphabetically or by the number of skills each member possesses.
Release the work order to schedule it for the selected time.
Note: You can choose to view unscheduled work orders by either facility name or work order title from the view by dropdown in the top-right.
3. Assigning multiple Technicians and Resources
After placing the work order in the calendar, a window will appear. This window allows you to refine the time selection according to your needs. Here, you can also assign the work order to different technicians and assign limited additional resources.
Assigning a Technician:
Click on the scheduled work order in the calendar.
In the Assignee section, select each technician you wish to assign from the list.
Assigning Resources:
In the same window, navigate to the Add Resources dropdown.
Select any tools or vehicles needed for the task.
Click Update to allocate these resources to the work order.
4. Day, Week, or Month View
You can plan a week or day ahead, or your entire service schedule for the month by switching between the daily, weekly, or monthly views in the scheduler.
Daily View: Use this for more detailed scheduling, focusing on individual tasks.
Weekly View: This is ideal for organising multiple work orders across a week.
Monthly View: Use this to get an overview of your team’s workload and plan ahead.
To switch views:
In the top-right corner of the calendar, click on the ellipsis(…), choose between Day, Week, or Month views.
Drag and drop work orders, assign technicians, and allocate resources in any view.
You can move work orders between hours, days or weeks by dragging them within the calendar.
5. Saving and Publishing Changes
The Scheduler allows you to save your changes as a draft so that technicians are not immediately notified of their assignments. Once you're sure of your schedule, you can publish it to notify your team.
Saving Changes:
After making changes to the schedule, click the Save Changes button.
All changes will be saved as a draft, and no notifications will be sent to the technicians.
Publishing Changes:
Once you’re ready to confirm the schedule, click the Publish Schedule button.
A confirmation window will appear, asking if you want to notify by the date range or by the members?
Choose "Members" to notify specific team members or "Date Range" to notify all assignees within a selected time period. Note: If you choose to publish by members, all assignees of work orders with multiple assignees will be notified, even if you've selected a specific member for publishing the schedule. This applies to all work orders assigned to multiple team members.
Click Next and choose from the date range.
After choosing the date range again click Next And click on Publish. Technicians will then be notified of their assigned tasks via email and their calendar.
6. Editing and Adjusting Work Orders
Even after scheduling, you can easily modify or adjust work orders as needed.
To edit a scheduled work order:
Click on the work order in the calendar.
In the pop-up window, you can:
Change the assigned technician.
Update the resources.
And follow step 5.
Note: The changes will return to draft mode until they are published again.