Setting up Job Scheduler

Setup

Before the Job Management Scheduler can be used a number of default settings must be entered. From the Admin / Defaults / Manage Job Defaults / Schedule menu:  

• Set the Normal Start and Finish Times for the business
• Select whether the Map will show by default
• Set the default time frame for the Schedule view
• Updated in Version 9.004 is the ability to select which details to display
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• Create all  Staff Product Codes as necessary.  Ensure these are set up with the Job Management Type as Staff
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From the Admin / Settings / Jobs / Manage Schedule Centres menu Schedule Centres are created. These are used for grouping of Staff Members on the Schedule.

To activate a Staff member for use of the Scheduler go to Staff / Manage Staff.  Double click on the Staff Member and select the Activate for Schedule option.   

Partner, POS and STAFF users will have no access to the Scheduler.

Under the Login tab of the Staff account set the viewing level for the Staff member.

The staff member can be set to view just their own Schedule, the Schedule relating to the Centre the Staff member is associated with or view all Schedule Centres.

The Staff member can be set to be associated with one of the Schedule Centres by selecting from the Centre drop-down box.

At least one Labour Code needs to be set up under Product Map. Selected codes will be available for use when charging time to a Job through the Time clock function.  

Opening the Scheduler

To open the Scheduler function, select Schedule - Staff from the Job Management drop-down menu

The Current Time is indicated by a red line on the calendar.

If multiple Schedule Centres have been set up Staff members will display under whatever centre they have been associated with. If they haven't been associated with a centre they will display under Other.

Assigned Jobs will appear against the assigned Staff member, starting at the Start time entered onto the Job and covering the time period indicated under the Duration on the Job.

Jobs can be stretched to increase the time or drop and dragged to be reassigned.

Adding a new Time Bar

To add a new time bar into the Scheduler, click in the row for the Staff member and drag the mouse. A pop up will then appear allowing setup of a new Job or Diary Note.

 

If a Diary Note is added a pop box will display allowing text to be added. This text will display in the Note bar.

If Add New Job is selected the Modify Job screen will open allowing entry of the Job data. The Assigned To staff member, Start Date and Time along with Duration will set the position and length of the bar. The Job Number, Customer Name. Job Title and Customer Items description will display in the bar.

Time bar images

The colour of the bar will be that set against the Job Status.

Clocks will appear and the colour will have a gradient when someone is working on the Job (i.e. assigning time through the Time clock).

Exclamation Marks at each end of the bar indicate that the Job is overdue.

The text that displays in the Time bar is Job Number, Customer name, Job Title, Customer Item Title

A scheduled Diary Note appears in Scheme colours with hatched fill and diamonds at each end of the bar.

Scheduler Right Click Menu

Right clicking on a Job in the Scheduler will display a pop up menu

The Time clock can be started (for the logged in user) by selecting Start My Time.

Select Start to start adding time

If the Add Time Clock entry for another Staff member option is selected, the Staff option in the Schedule Time Clock screen will allow for selection of other Staff members.

Right clicking on a Job a Staff member is currently working on will display an option to stop the Time clock for them

Selecting Stop will display the Schedule Time Clock screen and allow the Product Code, Department and Location to be selected / edited.

Selecting the Job Card option from the right click allows previewing and printing of a Job Card.

Scheduler screen options

•Double clicking on a Job time bar will open the Modify Job screen for it.

•Double clicking on a Job in the Unscheduled Jobs list will also open the Modify Job screen for it.

•Dragging an Unscheduled Job into the calendar for a Staff member will assign the Job to them.

Note: When using the time clock, the cost price for the labour rate does no appear on the job.  Right click on the code to open the product and save, select yes to reset and this will update the Cost price.  Ticket 12780

Job Scheduler cannot flow through to Infusion Mobile.