This feature allows schedulers to specify the number of resources and the skills they must hold when allocating jobs.
Skills are defined using "tags." A resource may be tagged with a number of skills, which may or may not expire (this is configurable via the "Resources" console).
When a scheduler creates a job, they can apply certain restrictions, e.g., the resource must hold a valid safety certificate to be on site. The resources that are available for allocation must match the requirements—and this is done comparing tags. Of course, this can be manually overwritten by the scheduler if necessary.
Important! The "Multiple Resource Requirements" feature is available on Skedulo's latest web apps (excluding Skedulo Classic). Behind the scenes, the code for this feature is quite different from the previous method of assigning resource requirements. Jobs that were created before this feature was enabled can be assigned more than one requirement after the fact—it is backward compatible. However, if your organization uses custom triggers in Salesforce, then it is best that you plan its implementation with Skedulo. Contact your Skedulo Customer Success Manager if you require more details.
If the "Multiple Resource Requirements" feature is activated, "Suggest" will be temporarily disabled on both the job details swimlanes and the job list in all consoles. This will be re-enabled in a future update.
A scheduler can stipulate a job's resource requirements when it is created. In the "Create Job" page there is a tabbed panel named "Requirements," this is where combinations of resource numbers and the tags (or skills) they require can be set.
The following details are required for each requirement being applied to the job:
How many resources are required?: This number sets the minimum number of resources, with this skill (tag), or these skills, that are required for the job. The default value is one.
Tags required (optional): Tags represent the skills the resources must have to be allocated to the job.
Small empty blue avatar placeholders are placed on the related job card in the scheduling console, representing those resources that have yet to be allocated.
A small resource requirement icon is placed on the related job card which (on hover) displays a pop-up containing the tag requirements for the job.
View the skill tags associated with a job via the job details view. The resource requirements are displayed in the "Resources" column.
The process for adding tags to a job is as follows:
Click on the options menu and select "Edit requirement."
The number of resources required can be set using the quantity stepper.
Next, click in the field named "Search to add tags" (this will give a pre-defined list of skill tags). Select a tag from the list.
Select a "Skill Priority" (the options provided are: Low, Medium, High, or Required).
Click the "Save" button. The skill requirement is now specified.
To add additional requirements, click on the text link "Add another requirement," then repeat the process above to specify the number and skills preferred.
When adding multiple skill requirements to older jobs (i.e., those created prior to activating the "multiple resource requirements" feature), schedulers are warned that doing so might activate custom triggers in Salesforce (if they have been configured by their organization), so they may act accordingly.
Where skills (tags) are set as "Required", a filter is applied in the swimlanes to identify only those resources who are both available and match the tagged conditions, i.e., any suggested resource must have this skill or qualification.
The following conditions apply to tag icons in the "Job Details" view:
A fully highlighted tag (green) is displayed next to the resources that match all required tags for the selected job.
Resources with no assigned tags do not display a tag icon.
On mouse-over, a list of the resource's tags is displayed in a pop-up.
When a resource's tags are displayed, those tags that match the requirements are marked with a green tick. These tags display at the top of the list.
When a resource's tag has expired, it is displayed in red in the pop-up list of tags.
The swimlane filter defaults to "Meets required tags" when the browser is reloaded.
You can also filter the swimlane by resources who either Match all or Match any of your selected resource tags.
In the swimlane view, select the filter icon to view the list of available filters.
Select Resource Tags from the list.
In the Filter by Resource Tags menu, select either Match any to filter by resources in the swimlane who have any of your selected resource tags, or Match all to filter by resources who have all of the selected resource tags.
Click Add in the Filter by Resource Tags menu to add the resource tags to the filter, or Update if you want to update the tags you have selected previously.
Click Apply Filters to apply the Resource Tags filter and update the list of resources in the swimlane.
First, access the resource requirements for the job via the options menu in the "Resources" column. Once opened, the scheduler can increase the number of resources required or add/remove the skill tags required.
To set the skill priority, under the section "Tags required" click on the small "v" icon to show the skill priority drop-down menu. Select a priority (i.e., low, medium, high, or required) and save.
Existing skill tags can be deleted by clicking on the small "x" icon.
Tags must need to be defined by the administrator before they appear in the "Search to add tags" list. They can be defined via the "Data Table" (for tags) in Skedulo, or can be defined directly in the CRM (e.g., Salesforce, ServiceNow).
There are several ways to allocate resources in Skedulo. In the "Job Details" view, jobs with multiple resource requirements can be allocated via a modal invoked from the available resource list (next to the swimlanes).
With the aid of a mouse, roll-over one of the resources—a button (a white plus on a blue background) will appear. Click on the button to begin allocating the resource.
If the resource's tag(s) match a single requirement, Skedulo will automatically assign them to that resource requirement. In the example below, Joshua is "Health and Safety Certified" and when the button is clicked he is automatically assigned as one of the two resources required.
If the resource has multiple tags matching more than one requirement, then a modal pop-up allows the scheduler to manually select which requirement they want to assign to the resource. In the example below, Dexter has several skills that match several of the requirements. The pop-up modal allows the scheduler to choose which requirement to assign. Dexter's electrical certificate is matched one of the requirements, then saved.
Resources can also be allocated in job details via the "Add resources" and "Add a resource" buttons:
Choose "Allocate a resource" to match a single person with a single requirement.
Choose "Add resources" to match several people to all outstanding requirements. This procedure is explained below.
Click the "Add Resources" button to open the "Select Resources" modal.
From the resulting pop-up modal, resource(s) can be selected (or checked) based on the filters provided, e.g., "Travel distance from home."
Save the resource selection by clicking the "Save" button.
An additional modal opens named "Select resource requirement." Using the information provided, an informed decision can be made on how best to assign the resource. Warnings indicate if the resource does not match a requirement. Mouse-over the warning icon(s) for a description of the problem.
Note: A scheduler can choose to ignore the warnings provided and assign resources that do not meet the requirements—the choice is theirs to make.
Note: If multiple resources were selected and one of them has only one matching skill then they will be automatically assigned to that requirement.
Save the resource requirement.
If multiple resources were selected (in step 2), the next resource (who has several skills) will be presented in a new "Select resource requirement" modal.
If only one resource was selected (in step 2), the modal will close.
The assigned resource(s) will appear with the resource requirement in the "Resources" column. Again, warning icons appear if the allocated resource does not meet the defined requirements.
It is possible to create a recurring schedule using an existing job with multiple resource requirements as the template. On creation, the job's requirements are applied to all the jobs in the schedule, however, any subsequent changes made to the schedule will only apply to the one job being updated.