Redesigned Service Scheduler
Redesigned Service Scheduler
The first thing you will notice is the Service Scheduler has a new layout with a new look and functionality:
- New large icons implemented in previous versions consistent with other other applications
- Quick access to the detailed Daily Scheduling or the Weekly Technician Summary
- A new color coded legend which can be viewed only when you need it
- Hot Appointments; these are quick access tabs to appointments and their related service orders that
- “Unassigned” are appointments with no technician assigned, or the appointment date has not been set, or no service order linked to the appointment. The list will include appointments from the current day
- “Incomplete” are appointments from previous days whose related service order are not in a completed status
- “Billing” are appointments from previous days whose related service orders are in a completed status which are waiting to be closed off
- In previous versions the main scheduler screen was broken into three sections which greatly restricted how much information could be displayed in the section. With Version 1.23 these have now been changed to be in 3 separate tabs called “Technician Schedule”, “Resource Schedule” and “Appointment List”. This change allows for much more room on the screen to see the all of the information for each section.
- In the Technician Schedule, the technicians are now listed down the left hand side and the times of day are listed across the top. You can now also control which hours of the day to include in the schedule.
If your service department is only open a maximum hours of 9am to 5pm, you can now set this in System Settings> Miscellaneous> Miscellaneous Settings by setting the Technician Work Day Start/End Times. No more having to see hours of the day which you would never work with.
- The technicians are no longer listed simply alphabetically. In the employee record a new field called “Technician Level” allows you to group your technicians into three(3) groups. There is no specific definition for this “level” as it is simply a tool to control the order in which they are listed in the scheduler. Use them as skill levels or simply as a way to list the most active technicians at the top and the least active at the bottom.
- At a glance information about each technician including Name, Work Hours and how many of their hours have been booked by appointments.
- Clear indication of which time blocks technicians are not available.
Color Coding of Appointment Blocks
Once appointments have been created and the Technician Schedule starts filling with appointments, a new coloring system is used to color the time blocks.
The primary colors are for distinguishing between Customer(blue) appointments and Internal/Sales(green) appointments. When an appointment spans across more than a single day the time blocks for that appointment change color(yellow) Problem(light red) appointments indicate that there is something that requires attention such as SO contains parts not in stock, the unit has not arrived or no SO created and it’s within an hour of the appointment time.
The Resource Schedule Tab
This tab uses the same time block coloring system as the other tabs. With the new layout it allows you to quickly see time blocks that have been booked for your resources. Double clicking on any colored block will open the related Appointment record.
The Appointment List Tab
This tab gives you a listing of all Appointment records related to the day you are working with. This tab again uses the same coloring system for time blocks as used in the other tabs.
You can easily sort the list by clicking on any of the column headings. You will also notice that we supply you with two hour values, “Est Hrs” and “Sched Hrs”. The “Est Hrs” are the initial estimated hours you entered for the appointment and the “Sched Hrs” are the actual hours which have been scheduled in the Technician Schedule.
Weekly Technician Summary
When you select the “Weekly” view, you are now provided with a more graphical and informative representation of the work load of your service department for that week.
For each technician on any given day you would see:
The numerical values indicate: work hours available in the day, hours booked and hours unbooked. The Blue shading of the day will fill more of the day as their booked hours use up more of their work hours available. With this you get an “at a glance” view how booked a technician is on any of the days in the week.
At the bottom the “Department” summary gives you the same numerical and graphical representation of how booked all technicians are as a group.
Changes to the Appointment Record
Some new information has been added to the appointment record.
The Appointment record now records and displays who created the record and the last user to update the record. Along with these are time stamps of when these activities happened.
A new field called “Billed Hrs” shows the actual hours being charged to the customer when there is a Service Order connected to the appointment.
Lastly, a new tab was introduced to hold the listing of Scheduler Time Blocks related to this appointment. It is this tab which allows for flexible splitting of a single appointment into multiple scheduler time blocks for when the appointment is scheduled for multiple times in a day of spans multiple days. These entities also allows for the assignment of multiple technicians to a single appointment.
Functionality changes to the “Items” tab on Appointments
When appointment records are first created and up until the appointment has been linked to a Service Order, the “Items” tab contains a list of Parts, Labor, Sublets, etc which will be transferred to the service order when it is created.
In Version 1.23 you can now enter quantities on all line item types instead of just the labor line items. This will also ensure that when detail from Job Codes are entered into this tab they will retain the correct quantities.
Once an appointment record has been linked to a service order either by creating one from the appointment or by linking it to an existing one, the list in the items tab will be locked and no further changes can be made to it. This allows the original entries in the Items tab to be retained as a history of what was there prior to the service order linking.
Once a service order is linked to an appointment, only the service order will display the current up-to-date items list.
Creating Service Invoices from Appointments
To create a link between an appointment record and a service order you have two options. A) create a new service order from the appointment or B) select an existing service order from the appointment.
Selecting the “Create SO Invoice” icon will create a New service order using information from the appointment record
Selecting next to the invoice # field will allow you to select an existing service order to link to the appointment record.
When a service order is created from an appointment, the service order will be set up with as much information as possible from the appointment, will have one job created with the Subject as the Concern and the list from the Items tab will be transferred to that job. Notes are also transferred.
Automatic splitting of appointments
When an appointment is first created the system will create one or many “Scheduler Times” as required. The system will take into consideration who the technician is, any existing time blocks which have already been assigned to them, the hours they work and the days they work.
For example, if a 3 hour appointment is scheduled to being with only one hour left in the technicians work day, the remainder of the appointment will be scheduled on their next work day.
The “Scheduler Times” tab retains the list of “time blocks” assigned to the appointment.
An example of a simple one time block assignment:
An example of an appointment which carries over into the next day:
And how the time blocks look on each of the days:
Scheduler Information on the Service Order
When working with a service order you now have a clear indication that a scheduler appointment has been linked to the service order.
The first indicator is the clock icon next the the unit information and when you select this icon the appointment record will be displayed on the screen.
The other indicator is the red exclamation point in the Scheduler Times tab of the service order. This indicates that scheduler times (time blocks) have been created for the scheduler appointment linked to this service order.
Viewing the “Scheduler Times” tab will display the list of scheduler times which have been recorded on the appointment record as seen here:
Creating Appointments from the Service Order
- Keeping the service screen open, display the service scheduler/technician schedule screen and let the user select which technician/date to use via the calendar and what time to book by clicking on a white appointment block
- Use the technician/date/time from step one as the default entries for a new appointment record
- Leave the “Subject” field on the appointment record blank let the user type in anything they want.
- Right-click menu on selected empty time block in Service Scheduler screen.
- Choose create new schedule from SO Invoice
Assigning Multiple Technicians to an Appointment
With Version 1.23 you now have the ability to assign more than one technician to a single appointment. Using the following example of an existing scheduled appointment… You can change one of the existing time blocks to be assigned to a different technician by simply by selecting a different technician on a line item.
You can also create additional entries for the second technician by simply selecting the “Add Item” icon while viewing the Scheduler Times tab which will create a new time entry for you to complete.
The new time entry will default to the technician on the appointment but can be changed to any technician.
Splitting Individual Time Blocks
Sometimes you may need to reschedule just a part of an appointment. Say for example that you have a two hour appointment time block for an appointment and you need to reschedule the last hour of the appointment to a later time.
When viewing the “Scheduler Times from within the appointment record, simply “right click” on the entry you’d like to split and select “Split Time Block”.
This will then ask you to enter a time at which you would like the old time block to end.
Once completed it will create a new time block for the remainder of the original time block
Having done this you can now assign a new day and time to the second, newly created, time block. You can even assign it to a different technician.
When you are working with individual scheduler time entries you will always be shown the technicians bookings for that particular day. Green blocks are for the appointment you are working with, Yellow blocks are other appointments for that same day and Red blocks are conflicts with other appointments.
Contact Support for more information:
North America - 855.322.1217
Australia/Asia Pacific - 61.2.9037.2450 extension 2
Fax Line - 866.896.1045 (notify firstname.lastname@example.org when faxing documents)