When you first enable the advanced scheduler you must open and save existing appointments so they register properly with the new scheduler.The software's Scheduler is very tightly integrated into both the work order system and the work in progress manager. It is designed to allow you to schedule new work directly from a work order or work in progress and to show up as scheduled work on the day of the appointment.
Tools | Workstation | Workstation Defaults and click on the Appointments tab.
When you first enable the advanced scheduler you must open and save existing appointments so they register properly with the new scheduler.
In the Work in Progress manager, click on the Schedule icon on the tool bar and choose By Month or By Day.
The current month's schedule is displayed and each day shows the number of appointments, the hours booked and the hours available.
To navigate the schedule, click the backward and forward scroll buttons or click the date button on the toolbar to choose a specific date.
To view the details of a particular day double-click on it or select it and then click the day view button on the toolbar.
Legend:
White: This means the day has enough hours to schedule the selected item.
Red: This means the day does not have enough hours to schedule the selected item.
Grey: This means all technicians do not work on that day.
Red and Grey days can still be assigned.
All Unassigned Work Items - This is a list of all work items that are currently in the work in progress screen and unassigned or scheduled items that have not yet arrived.
To Assign an item to a technician drag and drop it to the technician's schedule in the right hand pane.
If the item is a work order, individual labor items can be assigned. Click the + button beside the work order to view jobs and drag and drop them to the technician's schedule in the same manner.
Right clicking unassigned items will allow you to create a hold over for the item and schedule it for a specific day, technician and update the required time .
Assigned Items - This displays each technician's day with a summary at the top and time slots going down their column.
Selecting an item will display its details in the lower right pane.
Right clicking the details in the lower right pane will allow you to reassign jobs or return them to unassigned status.
Legend:
Light Yellow: This means the slot is available.
Orange: This means the slot is outside the technician working hour range and therefore unavailable but can still be assigned if needed.
Blue: This means the available time slot is taken and exactly one work order / scheduled visit is assigned to it.
Purple: This means the unavailable time slot is taken and exactly one work order / scheduled visit is assigned to it.
Red: This means conflict. A single time slot has more than one work order / scheduled visit assigned to it.
To schedule new work, navigate through the New Work Wizard as you normally would to collect complaints, inspections required and requested services from the customer. On the final screen of the New Work Wizard click on the Schedule icon on the tool bar. The monthly view will appear and is explained above.
Select the day and time you wish to schedule the visit by clicking the date button on the toolbar then click apply. The Scheduler and you will return to the New Work Wizard.
Select the technician if required.
Update the estimated time and promised time as required.
Under the File menu choose Save As Future Work.
In the Work in Progress Manager, click on the Scheduler button and then click New Scheduled Visit.
Appointment - If necessary, click on the appointment date and use the calendar to set the appointment date and time. The time will default to 8:00 AM but may be changed accordingly.
Promised - Click on the promise date and use the calendar to set the promised date and time.
Existing - If you are scheduling an appointment for an existing customer, check this box and then click on search to find the vehicle to be scheduled. Right click on the vehicle and choose Schedule Visit.
Enter Name/Vehicle - If you are scheduling an appointment for a new customer, check this box and then manually enter the Name and Vehicle information in the subsequent lines.
Estimated Hours - Change the default allotted time as required.
Technician - Click here to assign a technician to the job. The daily view appears and you can drag the scheduled visit from unassigned work items to the appropriate technician's time slot.
Note - Enter in freehand notes regarding the appointment. (i.e. - lube, oil and filter, belt noisy, etc.)
Save - Saves the appointment to future work.
In the Work in Progress manager, right click the work order in question then click on Appointment Time or Promised Time as required.
