Once a job is created (job status is "Queued"), the scheduler can allocate resources to the job via the scheduling console and job details view.
Short Video Explainer
Allocate a Job (2 min 20)
How to Allocate a Job from the Scheduling Console
It is possible to drag-and-drop a job straight from the job list into the swimlane for a resource. The job card can be slid along the swimlane, snapping into place at a particular time (the time increments that are set in "Settings"). The job's duration may also be adjusted in situ.
Figure 1. The drag-and-drop method to place a job card into a swimlane.
Figure 2. A job card that has been allocated to an available resource in the swimlane.
Also, see Swimlane.
How to Allocate a Job from Job Details View
The job details view offers greater control when assigning jobs. First, locate the job to be allocated from the job list in scheduling console, then click on the job card to access the job details.
Figure 3. How to get to access job details view for a job.
A quick way to allocate a resource in job details view is from the swimlanes. Hover over a resource's profile image (or the resources initials if no image has been provided), and you will see a small blue plus icon. Click on the blue icon to allocate the job to this resource.
Also, see Multiple Resource Requirements.
Figure 4. How to quickly allocate a resource to a job via the job details swimlanes.
For a more intelligent allocation, use the "Select Resources" button. The select resource(s) modal provides a searchable and sortable list of all resources, which are potentially available for a job (based on what is known).
Figure 5. How to allocate resources using the job details view.
Select one or more individuals from the list of available resources and press "Save."
Figure 6. A resource being selected for a job.
The available resources can be sorted in many ways (e.g., by Travel Distance, Travel Duration, Best Fit, Name, Highest Rating, Least Utilised)–this gives the scheduler a few options when deciding who to send.
By default, this modal filters resources based on the current job criteria using the optimization engine. However, the scheduler can override this if desired (for example, you can choose resources in a different region, match a different skill set, or have different availability than the job otherwise specifies).
Also, the scheduler can quickly search for and choose, a specific resource using the search field.
The resultant resource list is sorted by "Travel Distance from home" by default. However, the scheduler can toggle between a number of sort options:
- Travel Distance from home: Sorts by travel distance as determined by Google Maps.
- Travel Duration from home: Sorts by travel distance as determined by Google Maps.
- Best Fit: Sorts based on Skedulo's default scoring algorithm to determine the most appropriate fit. It picks the resource who is closest to the job (based on the previous job that the resource was working on for a given time). It also considers skill tags (hard and soft), time constraints, inclusion/exclusion lists, etc.)
- Name: Sorts the resources in the modal list by name.
- Highest Rating: Sorts the resources in the modal list by "Rating" (as specified in the resource's details on Salesforce CRM).
- Least Utilised: Sorts based on resources with the least utilization (requires a job in status "Pending Allocation" or later as it requires a date to perform its calculations).
Figure 7. The sort filter drop-down menu from the select resources modal.
If the Skedulo optimization engine rules out an "available" resource for selection, the resource appears on a blue-gray background and the mouse icon changes to signify they do not meet the requirements of the job (the scheduler can still overrule the recommendations and select who they please).
The following conditions can affect the resource recommendations when allocating a job:
- Scheduled activities (like meal breaks).
- Insufficient travel time (to arrive at the job or return home).
- Unallocated shifts (for those shift workers whose working hours are set to shifts).
Figure 8. A resource who is not recommended by the optimization engine.
Tip! To display metric distance units for travel, i.e., kilometers instead of miles, Skedulo uses your web browser's language option to set the values. To view imperial measurements, set the language option to USA or UK.
Refer to Localizing Date Formats.
Once a resource has been allocated to the job, the job's status is changed to "Pending Dispatch." A date and time for the job must be set before a notification can be sent out to the mobile worker.
Figure 9. A resource has been allocated to JOB-0487.
Also, see Dispatch Jobs.
Remove Allocated Resource and Reallocate the Job
To remove an allocated resource from a job, click on the "Remove Resource" button (bottom-right) on their resource card.
To reallocate the job, click the "Add Resources" button at the top of the "Allocated Resources" list.
Figure 10. How to remove an allocated resource from a job.
Once an allocated resource has been removed from a job, they are notified with a pop-up message in their Skedulo mobile app. The text of the message says "This job allocation has been deleted." The job card will be removed from their agenda once it has been refreshed.
Figure 11. The pop-up message in the Skedulo mobile app, advising that the job being viewed has been unallocated.
Note: A job can be reallocated by the scheduler even when it has been confirmed (or accepted) by a resource, i.e., A job with a status of "Confirmed" can still be reallocated. Once the job is completed (locked), it can no longer be reallocated.
Also, see Deallocate and Unschedule.
Resource Is No Longer Active in CRM
When a resource is made inactive in the CRM (i.e., "Is Active" is unchecked in the resource's profile), all future job allocations that have been assigned to that resource are marked "Deleted" except for jobs that have the status "Complete" or "Cancelled."
In the following example, Joshua is deactivated by unchecking the flag "Is Active" on his resource profile. Doing so, removed him from JOB-0502. The job allocations for this job show his status as "Deleted." In the Skedulo web app, Joshua is removed from the available resources that are shown next to the swimlanes.
Figure 12. Deactivating a resource in Salesforce CRM.
Figure 13. A job showing one resource with a job allocation status of deleted.
Figure 14. The Skedulo web app with one of its available resources removed after having been deactivated.