SCHEDULE IS HERE!
Our new and improved scheduling will allow you too:
- View calendar which will show you what the day to day of staff members look like
- Create jobs, bookings and unavailability
- View unassigned bookings or unscheduled jobs
- View staff members last updated location to better prioritise your next move
- Plan ahead or view previous work by going back and forth on the calendar
The information below will provide details on how Schedule works, including:
- Schedule header
- Viewing bookings
- Viewing unavailability
- Adding, editing and deleting bookings
- Adding, editing and deleting unavailability
How to use Scheduling on your mobile:
1. Schedule header
The schedule header gives you easy access to functionality and information.
[ Current month v ] When this is clicked on a drop down calendar should appear.
All dates within the month drop down will either have no dot/s, 1 dot or 2 dots underneath. The blue dots appears when there is at least 1 booking for any staff on that day. The grey dot appears when there is at least 1 unavailability for any staff on that day. Hence, both dots will appear if there is a booking and unavailability for any staff on that day.
To slide through the months you will swipe right to go back a month and left to go forward a month.
When you click on a day within a month the calendar section will change to show that day, but the drop down calendar will still be visible.
You have easy access to go to the current day by clicking on the [Today] button. This button will appear when you are not on the current day.
From the [Filter icon] you are able to select which bookings they want to see within the calendar based on Priority and Status of the jobs they are attached too.
By default, you will see the days and dates of the current week. The highlighted date will inform you of ‘today’s’ date. To select a date before or after what is currently displaying you can swipe indefinitely to the right or left. When sliding through the dates, we will always change the month in the header to reflect the correct month you are currently look at. To select a day you just simply tap on a date and the calendar will change to show you the schedule for that day.
Information shown for each staff member includes - Full name, their Last known location (if available) and their capacity indicator for the day.
When you click on the staff icon, this will allow you to view all there staff members. Then when it is clicked again you will go back to seeing just themselves.
Staff capacity indicator
The staff capacity indicator will only be shown if business hours have been enabled (note: this can only happen from the schedule settings on console) and will appear on each day that the business hours is turned on for, for each staff member.
The capacity (how much of it is filled) will be indicative of how much of the day that staff member has filled up with booking/s and unavailability.
If the capacity bar is grey, it means the staff member has nothing on for that day. When it is green, it means the staff member is either under capacity or exactly at capacity. Lastly, when it is red it means that the staff member is over capacity.
Above the capacity indicator there is text which tells you the current status of their capacity, e.g. 4h 30m / 8h.
4. Viewing Bookings
On the calendar, Bookings that have been scheduled and assigned are shown. All Bookings are associated with a Job. On the Booking card the information shown includes -
- Booking name - always provided as if you don’t enter a booking name the job name is added by default
- Job address - if not provided, users will see ‘No Address’
- Client name - if not provided, users will see ‘No Client’
- Priority and Status - always provided
When you click on the the Booking card you will go to another screen with more details and available actions related to the booking and job. These include:
- The ability to edit or delete a booking
- View booking name
- View booking date and time
- View staff attached to the booking
- View booking description
- View job reference
- View job name
- View client name
- View job address
- View job recurrence
- View and update the job status
- View and update the job priority
- Ability to start and stop timer
5. Viewing Unavailability
On the calendar, Unavailability that have been scheduled and assigned are shown. All Unavailability are associated with a Staff. On the Unavailability card the information shown includes - Leave type, Time and Leave colour.
When you click on the the Unavailability card you will go to another screen with more details and available actions related to the unavailability. These include:
- The ability to edit or delete an unavailability
- View leave type
- View unavailability start and end date and time
- View staff attached to the unavailability
- View leave notes
6. Adding, editing and deleting bookings
You can click on the FAB icon and then select the Booking option or click on an empty spot in the calendar to add a booking. When either of these are done you will get taken to the Add Booking screen where you will add in booking details. Details include: Job - Existing or New, Booking Name, Date, Time, Staff, Description.
To edit a booking, simply click on the booking to view booking details and then click the pencil icon.
To edit a booking, simply click on the booking to view booking details, click the kebab icon (…) and then Delete Booking.
7. Adding, editing and deleting unavailability
You can click on the FAB icon and then select the Unavailability option to add an Unavailability. When this is clicked you will get taken to the Add Unavailability screen where you will add in Unavailability details. Details include: Leave Type, Staff, Date, Time, Leave Note.
To edit an unavailability, simply click on the unavailability to view unavailability details and then click the pencil icon.
To edit an unavailability, simply click on the unavailability to view unavailability details, click the kebab icon (…) and then Delete Unavailability.
Date and Time - If your booking / unavailability goes over your current week, it will have dotted line on either the top or bottom hand side to show this.
Staff Members - If you select more than one staff member, a booking will show for each staff on the calendar.