Detailed overview of users, scheduler, and map layouts in dispatch board
In addition to the dispatcher queue, the dispatch
board includes several other interconnected layouts: Users, Scheduler and Map. These
layouts work together seamlessly to provide a comprehensive view of operations
and enhance the efficiency of task management.
Navigation: Dispatch Board --> Users | Scheduler | MapsHere's
how each layout contributes to the overall functionality of the dispatch board:
Users
The user layout on the dispatch board enables you to shortlist the users based on teams and schedule dates. This will help you both track and plan routes/jobs focusing on specific teams and schedules.
To select a team and view the users under the team along with the jobs/routes scheduled for them on the ‘Scheduler’ view, follow these steps:
1. Select the "team name" from the drop-down menu. All the users within the selected team will be listed, along with the assigned jobs/routes (if any), in the scheduler for the selected date. Additionally, if jobs are assigned to a user on the selected date, you can view the location of those jobs on the map.
2. You can also change the date using the date picker, as demonstrated below. This, in turn, enables you to quickly find the user's schedule for the desired date and plan (assign jobs/routes) accordingly.
3. Once the date has been chosen, based on the user's load (check the number of jobs they are currently assigned to by hovering over the user) and availability (check the scheduler for the slots they are already planned for the selected date), you can drag and drop the job/route from the dispatcher queue to the user in the scheduler.
Scheduler
As dispatcher queue, the Scheduler is also one of the essential layouts in the dispatch board that helps you perform the following activities.
- Schedule a job/route for the user at a specific date/time and view the scheduled/assigned jobs/routes to the user.
- Create a Job and New Time-Off.
Schedule/View Assigned Jobs/Routes in the Scheduler
In the scheduler, you can schedule and view all the jobs and routes that have been assigned to technicians. This view provides a detailed overview of each technician’s schedule and helps you manage and optimize technicians' workload effectively.
To schedule and view jobs/routes in the scheduler, you need to go to the dispatcher queue and select either the “Jobs” or “Routes” stream. Once selected, you can assign/schedule Jobs/Routes in the Scheduler.
For example, If you have selected the Jobs stream and shortlisted "Unassigned Jobs" from the dropdown menu, you can view all the unassigned jobs that have not been assigned to any user (field technician) in the dispatcher queue.
To assign/schedule the shortlisted job in the scheduler, follow these steps:
1. Select the “team name” and “date” when you need to schedule the job. Based on the team selected, you can review user's availability and proximity to current jobs for the selected date in the scheduler
2. Depending on the user availability, simply drag and drop the shortlisted job from the dispatcher queue onto an available technician (from a selected team) in the scheduler, where you’ll be asked to provide the start and end date and time to schedule/reschedule the pending jobs.
From the image above, you can see that the shortlisted unassigned job "#384 AC repair” is assigned to the user “Richard Mathew,” who belongs to the “Beta Team” team from 12:03 PM to 12:58 PM on 04/30/2024. Once the job has been assigned to the user, the field technician gets notified to get the job done on the set date and time.
Create a New Job or Time-Off
You can create a new job or time-off for a user directly from the scheduler. This quickly enables you to manage the technician’s workload and availability efficiently, ensuring seamless operations and optimal resource utilization.
Scheduler – Creating New Job
To create a new job from the scheduler, follow these steps:
1. Simply click & swipe the cursor from left to right next to the user at a specific date/time in the scheduler.
A pop-up appears, prompting you to choose an action: “New Time-Off” or “New Job.”
2. In the pop-up, click “New Job."
A sidebar will appear with the prefilled details such as user's name and scheduled date/time to create a new job.
3. Provide other job details such as Job title, org/customer name, property name, category, tags, priority, due date, and service/billing address, and click the “Save” button. A new job will be created and assigned to the user successfully on a specific date and time.
4. If you want to add more details to the job, click "Create Detailed Job" at the top right corner of the new job creation sidebar. This will redirect you to the Jobs page.
5. In the Jobs page, add more information, such as service tasks, parts/services, assets, contracts, and any attachments to the job, and click "Create Job". The job will be created successfully.
7. After creating the job, you can reschedule, unassign, add notes, view it on the map, or delete it by right-clicking the job on the scheduler.
Note: You can also create a new job by clicking the "+ Create Job" button at the top right corner. You will then need to follow the same steps as mentioned above, but keep in mind that the details won't be prefilled since you are creating a new job from scratch.
Scheduler – Create New Time-Off
To create a new time off from the scheduler, follow these steps:
1. In the pop-up, click “New Timeoff,” and a dialog appears with prefilled details such as date/time and the user.
2. Choose ‘Reason” for the time off and click the “Submit” button.
Note: You can also customize the time/dates from here.
3. A new time off has been successfully created for the user at the particular date/time. You can also easily view job and time off details on the scheduler by hovering over the respective card.
Scheduler Views
Based on your choice, you can view the scheduler on a daily, weekly, or monthly basis. To change the view, follow these steps:
1. Click the box above the scheduler and select either “Day,” “Week,” or “Month” from the drop-down menu.
Based on your choice, you can view the day and timings in the scheduler. You can also change the date by clicking the date box on the left, shown below.
Here’s a preview of how the scheduler looks if chosen as day, week, and month.
Map
The map is one of the critical layouts on the dispatch board located on the right, and it provides an overview of job, route, user, customer, property, asset, and service territory locations on the map.
You can also choose which locations to display on the map by selecting a specific layer from the top of the map. Once chosen, click the “Apply” button.
Based on the applied layer, you can view only the specific locations. For example, when you select both jobs and routes, you can view the locations of jobs and routes, as well as the jobs listed in the dispatcher queue and scheduler, all displayed on the map.
Service Territory filter
The Service Territory filter on the Dispatch Board allows you to refine job visibility based on specific territories. It enables Dispatchers (Team Leaders) to manage jobs and teams more effectively without needing to be part of a specific team.
Note: The Service Territory filter will appear on the Dispatch Board once the “Enable Service Territory” option is activated in Settings > Organization Settings > Service Territory. The options available in the filter correspond to the ownership permissions configured in Settings > Service Territory.
- Dispatcher Queue: The Dispatcher Queue will filter jobs based on the selected Service Territory, such as Assigned, Unassigned, Unscheduled, or Overdue.
- Jobs: The Jobs layout will display only the jobs that are part of the selected Service Territories.
- Users: Only teams assigned to the selected Service Territory will be available for selection from the drop-down.
For more details on how the 'Can Team Leader Access Jobs Based on Service Territory Ownership?' setting and other configurations impact job visibility on the Dispatch Board, refer to the article Understanding Job Visibility on the Dispatch Board. This article will help you understand why specific jobs appear or do not appear on your Dispatch Board based on your selected Service Territories and organizational settings. - Maps: The map will show jobs only from the selected Service Territories.
With this comprehensive overview, you can effectively manage resources, plan schedules, and monitor operations, ensuring seamless and efficient task execution.
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