Get to grips on how Scheduling works in Service Geeni
Scheduling is where you make things happen! It's how you arrange and organise your jobs, whether is a Site task, Equipment task or both. You can set the dates and times, choose engineers, and prepare the jobs so that everyone is on the same page.
Essentials!
Start with our helpful ‘how to’ videos below.
Watch our Scheduler playlist ▶Scheduler
Getting there
The Scheduler is your centralised hub for viewing scheduled jobs and delegating new ones.
You can get here by selecting Scheduler from the Scheduling menu. The page is divided into three sections; Job Control, Maps Panel and the Diary Panel.
Navigate the Job Panel
This is in the center of the page and includes action tray functions. You can add or remove columns and export data to Excel or PDF. Jobs are colour-coded to show their state:
Red: Unissued jobs not yet planned or sent to an engineer.
Orange: Jobs scheduled in the diary for an engineer but not yet issued to the engineer’s mobile device.
Blue: Jobs scheduled and issued to the engineer’s mobile device.
Green: Completed jobs. Dark green for chargeable jobs and light green for non-chargeable jobs.
Dark grey: Cancelled jobs.
The Colour coding in the Job Number column comes from the SLAs and Priorities.
Under the Agreed Dates, a date will go pink if the task or job is overdue.
Quick Filters
You can quickly filter jobs by state by clicking the coloured blocks. The targeted period will show jobs based on your diary selection, like those scheduled for the next day or week. When selected there will be a faint border around the block, clicking it again will remove that filter.
The Scheduler menu bar has a lot of tabs which all have different uses, we are going to cover the ones specifically related to scheduling as well as the Action Tray.
Action Tray
The Action Tray is your one-stop shop for common uses actions, The options available will differ depending on the job's status.
For an Unissued or Scheduled Job, you can:
Add a new Task: This will add a new task to the job.
Issue a Job: You can issue a Job to an engineer/s using this option.
Edit Job: Clicking the pencil icon opens up the job details page where you can add or make changes.
Print Preview Job sheet: This option allows you to preview the job sheet by opening a PDF in a new tab.
Work Done notes: Any notes so far held against this job are viewable here.
Cancel Job: You can simply cancel the current job with this option. If the Job has Parts or Labour on it, you won't be able to cancel.
Nearest Engineer to the job: This is a very useful feature for prioritising and organising your engineers to jobs.
Attach Documents: You can attach documents to the job, this could be field notes or certificates.
For an Issued Job you can:
Complete Job: Completing a Job will confirm that the job and all tasks are completed.
Unissued Job: In some cases, you may need to remove a job from your schedule. This option will remove it from the scheduler and revert to an unissued status.
For a Completed Job you can:
Preview: This will open an invoice for the job in a new tab.
Submit Job: Clicking this will send for quotation processing.
Un Complete Job: This will revert the job back to an incomplete job status.
Print Job Sheet: When you click this, a PDF job sheet will open in a new tab.
For any Cancelled jobs, you can:
Re-Activate Job: When you reactivate a job, it will return to its unissued state in the Job Panel.
Filter Tab
If you need to narrow your search down further, use this Tab to filter by Engineer, Criteria or Operation. Select jobs with the check box on the left, then apply functions from the tabs at the top.
Batch Issue
This nifty option allows you to select multiple unissued jobs and issue them in bulk.
Select the jobs.
Click Batch Issue.
Choose your engineer, you can select more if necessary.
And then Issue the jobs in bulk!
Merge Jobs
When you have multiple jobs for the same site, it's a good idea to merge them into one. When you do this, the data from the newest job will be used. This means that the task details of each job will remain the same, but information such as the job level charge code and order reference will be effectively lost and replaced with the newer job's details.
Select the Jobs you want to merge.
Click Merge Jobs.
You have a chance to undo this merge but after that, you cannot undo it.
Bulk Cancel
Bulk Cancel does exactly what it says on the tin. Simply select the jobs you no longer want in the system, click Bulk Cancel, and they will be removed from the system.
Issue a Job from the Job Panel
From the Action Tray, you can Issue a Job once you select an engineer from the window.
Click on the ellipsis to open the engineer selector.
Select the engineer/s.
Add them to the job.
Finally, click Issue Job to send it out!
You can search for an engineer in a specific location by ticking the geographical location option.
If you need to search by skill set, you can select any of the check boxes in the list.
A useful feature when sending multiple engineers out is to use the Task option which allows you to allocate different tasks to different engineers. For example, you need to service 40 trucks over the week so you divide the tasks between 4 engineers.
The last task to be completed will have the sign-off signature. Individual task signatures can be created through your TCCs which is covered in the TCC article.
Map Panel
The Map Panel is to the right of the page and it shows you where selected jobs are located on the map. It is useful to schedule which engineer is the closest.
The Map can be hidden if you prefer. You can also pop out the map into its own window. If you close it, click Show on Map to view it again. Select jobs with radio buttons and display them on the map.
You can view a job location on the map by:
Selecting one or more jobs from the Job Panel.
Click the Show on Map icon located on the tabs.
The job locations will appear on the map.
As this is powered by Google Maps, you can also use the street view mode.
You can also view an engineer's last known position (from when they last updated their activity), by clicking the Pin-Drop icon in the Diary panel. The engineer's position is yellow.
This information is useful for deciding which engineers should be sent to breakdowns.
Diary Panel
This is where you schedule jobs in the system. You’ll find the Diary Panel at the bottom of the page and you can hide it or pop it out into a window. If you close the popped-out diary, refresh the page to bring it back.
The Diary Panel is full of wonderful tools and along the top lies a menu bar housing:
Filter Search field: This allows you to search the diary by Job, Customer, or Site name.
Calendar view mode: You can change the Diary view mode to display 1 Day, 1 Week, or 1 Month.
Date Selector: This allows you to skip to a specific day.
Today button: A useful tool to snap back to the current date.
Expand button: If you need to see more of the Diary Panel, this option opens a full page view in a new tab.
My Engineers: You can manage engineers from here.
Map Pin icon: This shows the last reported location of the engineers selected.
Send Message: You can send out a bulk or individual message to engineers with the message icon, such as a software update.
Engineer Activity: This option allows you to view an engineer's progress.
Issue Jobs: You can issue one or more scheduled jobs from the Diary Panel with this option.
The Bin Icon: When you want to remove a job, will remove jobs in bulk.
The Cog Icon lets you change:
The Opening Hours of the business.
Show Weekend and Holidays.
Set Drag and Drop intervals.
On the left-hand side resides a list of your engineers.
In the center, you will find the Calendar window, here you can drag and drop jobs, create notes, and view all the scheduled activities.
A quick tip is to hover over the job block to see a snapshot of the Job Details. You can also view each task’s details the same way.
Issue a Job from the Diary Panel
Let's take an Unissued Job and Add it to the Scheduler Diary.
NOTE. When using drag and drop to schedule jobs, it’s best to hide the map. This gives you a clearer view of the job list and more space to sort jobs.
From the Job Panel, filter Unissued Jobs: Use the filters to narrow down to unissued jobs.
Drag a job from the list and drop it into the diary below.
If the job has a set date and time, a popup will appear if you move it to a different time slot. You can either keep the original time or change it to the new one.
Once dropped, the job’s colour will change to orange, indicating it’s scheduled.
The Diary will take the scheduled time from the job, if there is no data, the system will use the default time settings of 30 minutes - This can be amended by contacting your Customer Care Representative.
You can resize the job block by dragging its edge to adjust the duration. Move it sideways if needed.
If the job has multiple tasks, each task will show as a separate block. You can adjust these blocks as needed.
To issue the Job, left-click and select Issue Job - The colour will change to Blue.
You have successfully Issued a job with the Diary!