Manage and consider client availability when scheduling jobs using Skedulo’s client availability feature.
The Client Availability Console
If you wish to create and manage availability records for a client, you can do so using the "Client Availability Console" tab in Salesforce. This console will display all clients and their availability, along with their jobs.
By default, the current date will be the first day displayed. Clients are presented in alphabetical order. Use our pagination feature to toggle the clients you see.
Figure 1. Selecting the page, and the number of clients to display per page using the pagination feature.
Figure 2. The client availability console.
Client Availability Console Filters
The filters at the top of the client availability console enable you to filter clients using several parameters.
- Client Names—Enter the letters of the first or last name of a client and select the matching record.
- Tags—Shows clients that have matching tags.
- Site or Program—Search for clients that are linked to a site or program via their "Service Agreement Line Items."
In each filter option, multiple records can be selected.
- The "Apply" button will become active once valid parameters have been entered.
- The "Apply" button needs to be clicked to display matching clients.
- The "Clear" button will remove the filters and refresh the list of clients
- The "OR" function will search for clients with any of the parameters entered, e.g., clients with the cooking tag "OR" that are linked to your selected program.
- If you have selected multiple records within a parameter, e.g., multiple tags, these are always treated with the "AND" logic, so in this example, clients must have all of the selected tags.
- The "AND" function will search for clients with all of the parameters entered, e.g., clients with the cooking tag that are also linked to your selected program.
Figure 3. The client availability console filters.
Adding Availabilities and Jobs
For each client on each date, click the "plus" symbol at the bottom left of the cell to create:
- A new job.
- A new availability.
In the example below, we are creating a new record for Saturday 7th.
Figure 4. Creating a new record.
The "Add Job" option will open the single booking "Schedule Job" modal, with the client and the date already pre-populated.
Figure 5. The schedule job modal.
The "Add New Availability" option will open the "Create Client Availability" modal.
- The "All Day" function will make the record a 24-hour duration for the date selected.
- The "Repeat" function will enable a recurring pattern of availability to be created on a weekly or fortnightly pattern. This can be repeated for a number of periods, and any global holidays can be skipped.
Figure 6. The create client availability modal.
When the availability record is saved, a check will be done to see if there is already an availability created for the proposed date/time. If there is no clash, the new availability will be saved.
If there is a clash, the "Availability Conflicts" modal will display.
- Reset—Will clear any entries entered in the individual records.
- Merge All—Will merge the two records for each day into one record for the day using the earliest start time and latest end times.
- Overwrite All—Will replace all the existing records with the new records.
- Cancel All—Will not create any of the new records and keep the existing records.
The merge, overwrite and cancel functions can also be done on an individual level. A value must be entered for each record before the record can be saved.
Figure 7. An example showing availability conflicts.
The replicate function is accessed via the menu on a client card and enables the availability for this client to be replicated from one time period to another.
Figure 8. Replicating a client's availability.
Actions on the Client Availability Console
There are a number of actions you can take to create or manage client availability and jobs from the client availability console.
When you hover over an availability or job record, you will see additional information.
Figure 9. Hovering over an availability to reveal additional information.
Figure 10. Hovering over a job to reveal additional information.
By right-clicking on an availability record, you can either edit availability or delete availability.
Figure 11. Right-click on an availability record to reveal more options.
"Edit Availability" will open the availability in edit mode. If the availability forms part of a recurring schedule, the "Edit Recurring" function becomes available. When "Edit Recurring" is checked you have the following options:
- Same Weekday (<Day>)—Edit all records on the same day of the schedule.
- Following Events—Edit all future records of the schedule, from your selected availability onwards.
- All Events—Edit all records of the schedule, even those that occur prior to your selected availability.
The "Delete Availability" option will open the "Delete Client Availability" modal so you can confirm the deletion. If the availability forms part of a recurring schedule, the "Delete Recurring" function is available.
Figure 12. The delete client availability modal.
The view period function for a client will open a new screen that provides granular detail on the jobs and availability for the client. You can access this from the main client availability console, and also from the client's record in Salesforce using the "View Availability" button.
Figure 13. Select the view availability button to view a client's availability in more detail.
Click "View Availability" on the client to be navigated to client availability console "View Period."
Figure 14. Viewing an individual client's availability.
View Period shows a detailed view of customer availability and jobs. You can create availabilities and jobs, hover to see details, and edit or delete records from this view, just like you can on the main client availability console view.
Click on the "View All Clients" text link (top-left) to navigate back to the console showing all clients.
Validating Client Availability While Scheduling
While using client availability, any job you schedule (whether it's a single booking or group event) will provide a soft warning when clients do not have availability or they have existing jobs that clash with the new job.
If you wish to continue scheduling your new job regardless of the conflicts, click "Yes" to proceed. To return to the job scheduling page, click "No."
Figure 15. A warning showing that a new job is clashing with an existing job for this client.
Validating Client Unavailability While Scheduling
When creating an unavailability record for a client, a check will be performed to see if the unavailability will affect any existing jobs. If there are existing jobs affected, a warning message will appear detailing the proposed unavailability record and the jobs affected.
A button located at the right of the warning message allows the following options:
- Select "Keep Job" to keep the existing job and create the unavailability record.
- Select "Cancel Job" to delete the job (if it is a single booking) or remove the client from a group event and create the unavailability record.
Figure 16. A warning showing that a new unavailability request is clashing with an existing job.