View by vehicle or resource

  • Updated

When displaying your schedule on a ‘Daily’ view, you have the option to view your schedule by resources or vehicles; click on either the van or the person icon at the top of the schedule.  Once you have chosen either vehicle or resource, you can now view the schedule weekly, monthly or as a list.

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Daily view options

Resources - Choose to view only resources or vehicles with scheduled jobs by ticking the box ‘With jobs’. Any resource/vehicle that does not have a job scheduled in the timeframe you are viewing will no longer be visible. Untick the box to view them all again. You can also tick the box to only show jobs on the schedule that are ‘at risk’; this means if they are going to be (or are already) late to start.

Filter options - You then have the option to filter which resources/vehicles are displayed by their: Group, Skill or Attribute. Use the drop-down lists to choose who/what to display.

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Job duration - To view the schedule based on the planned times that were originally entered for the jobs (rather than how long they actually took), check the ‘Actual’ job duration option.

Job colour - There is also an option to change the colours of the jobs on the schedule from their status colour (pre-defined, as described above) to any flag colour that may be applied to them.

Full screen - If useful for display purposes, choose to view ‘Full screen’ by checking the ‘Yes’ option. Select ‘No’ to go back to normal view.

Scale – choose to show 5, 15, 30 or 60-minute interval lines on your schedule.

Zoom – zoom in or out of your schedule; viewing in ‘1’ will show you a full 24-hour time period, whilst zooming in using ‘3’ will show you an 8-hour period (i.e. a typical ‘9-5’ day).

On the schedule, whilst in the daily view, the resource name (or vehicle registration if viewing in Vehicle mode) will appear on the left-hand side. 

A coloured icon next to each name/reg indicates their current status: grey (they have not logged into their timesheet), green (they have an active timesheet and on time for their jobs), red (they have an active timesheet but are going to be late). 

Hover over the name or icon to show their current active timesheet activity and the last tracked time and location of this.

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You can also click on the three horizontal lines next to a name to be given options relating to the resource/vehicle.  For example, click to see a weekly view of that particular resource/resource, or ‘show journey’ to include details of their job journeys on the schedule. Other options include cancelling or un-scheduling all their jobs, viewing jobs on a map (pop-up) and optimising routes.

 

Weekly view options

Displaying in weekly view gives you the opportunity to display up to 15 of your Resources/Vehicles for a given week.

To add a Resource’s (or vehicle if viewing in Vehicle mode) schedule to your view, with the ‘Group’ box set to “—All –“, start typing the name and select it from the drop-down menu.

To display the schedule for all the members of a particular Group, select which Group you want to view in the ‘Group’ box using the drop-down arrow and then choose “—Add all –“ from the drop-down arrow in the Resource box.

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To remove a Resource/Vehicle from the schedule, click on the X next to their name in the display menu (left of the schedule).

As in the Daily view, choose whether to view jobs for their planned or actual time, and whether they are coded by their status or their flags.

Opt to view full screen by checking the ‘Yes’ box, or change the scale of your schedule to view 5, 15, 30 or 60-minute line increments.

 

Monthly view options

As per the weekly view, select up to 15 vehicles or resources to view their month’s schedule.

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To add a Resource’s (or vehicle if viewing in Vehicle mode) schedule to your view, with the ‘Group’ box set to “—All –“, start typing the name and select it from the drop-down menu.

To display the schedule for all the members of a particular Group, select which Group you want to view in the ‘Group’ box using the drop-down arrow and then choose “—Add all –“ from the drop-down arrow in the Resource box.

To remove a Resource/Vehicle from the schedule, click on the X next to their name in the display menu (left of the schedule).

As in the Daily view, choose whether to view jobs for their planned or actual time, and whether they are coded by their status or their flags. Opt to view the schedule full screen by checking the ‘Yes’ box.

 

List view options

Search – use this box to search for a job using a variety of fields (hover over the “i" to see the full range of what you can search by).

Unallocated / Allocated – choose to view unallocated jobs, allocated jobs or both.

Unactioned / Actioned – in the job result screen (when viewing a job), there is an option to mark a job as ‘actioned’; using this function will then allow you to filter between completed (i.e. actioned) jobs and ones still to action (i.e. unactioned).

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Contact – by default all jobs will be listed but if you want to display just the jobs for a particular contact (i.e. customer), use the ‘Contact’ box to start typing their name and select them from the drop-down list that will appear.

Job type / Job category – use these drop-down lists to filter your list view to display only certain job types or categories.

Resource group /Resource – choose to display jobs for only certain resource groups or for a particular resource.

Job status – choose to view jobs based on their status.

Customer activity – this drop-down list gives you the option to view jobs by what stage they are at with the customer, for example “invoice unpaid”.

Flag – if using flags, you can use this filter to only view a certain flag type.

From / To – choose to view jobs for a day or a date range

Add a filter – if have added a custom field to a job type, you can add the custom field to allow filtering by it.

Number of jobs displayed – choose to display 10, 25, 50 or 100 jobs at a time.

Import or export – you can import an existing list of jobs you have (using a template) or export the list in view to a CSV file.

More…

  • Send all – once you have chosen your filters, you can choose to send an email to all in view (up to 1000).
  • Cancel all jobs – this will allow you to cancel all jobs in view (you will be asked to confirm before they delete).
  • Schedule all jobs – from here you can batch schedule up to 100 jobs in one go. The slot with the cheapest cost and smallest traveling time will be picked for each job.
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Choose what date/date period to display

Above the schedule, the date currently being viewed is displayed.  Use the arrows (< >) or the calendar icon to change the date.  Depending on whether you are viewing daily, weekly or monthly, you can choose between specific dates, weeks or whole months.

 

Unscheduled Jobs

Any job that has been created but not yet scheduled for a specific date and/or resource, will be displayed under the ‘UNSCHEDULED JOBS’ side menu to the left of the schedule

(1). (Note that the side menu for ‘unscheduled jobs’ will allow be visible when using the daily, weekly or monthly option in the ‘Display’ side menu.) 

Click on the ‘+’ to view the list of unscheduled jobs; the jobs will be displayed in groups (by job category) but you can toggle between ‘Hide all’ and ‘View all’ to either view them all or just the job categories showing (how many in the category is displayed).

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Click on a job to view information and options.  From this pop-up, you can also use the drop-down list at the top to schedule the job to a resource (it will say ‘Unallocated’ is there is no resource assigned to it) (2).  You can also use the ‘From’ and ‘To’ boxes on the left-hand side to choose a time for the job

(3). The date displayed on the pop-up will display the current day but there are a few ways you can schedule the job from here:

  1. To schedule an unscheduled job from the list, simply click and drag the job from the list onto the schedule, or
  2. Click on the job to get the pop-up displayed and choose ‘Scheduling assistant’ (4), or
  3. Click on the job to get the pop-up displayed and choose ‘View’ to open the job and from there you can schedule the job using the method described above (5).