3. Group Events

The following article provides a guide to using Lumary in conjunction with the Skedulo web and mobile applications. The screenshots provided are indicative and should be used for reference only.

Before following the steps in this guide, all prerequisite steps will need to have been taken, for example, an active client with a current service agreement will need to exist.

From the "Group Events Tab" click the "New" button. A "New Group Event" page will be displayed.

The group event tab in Salesforce.

An example of a new group event in Salesforce.

Group Event Job Addresses

Individual jobs on group events can have their own address (previously they inherited the address from the group event and this could not be changed).

How to change a job address on a group event.

Group Event Details

Enter the following data as required for your group booking:

• Group Name—The name of the group event.

• Status—The status of the job, defaults to "Active."

• Region—The region the job falls within.

• Address—The address of the job, this is updated when an account or site/location is selected.

• Address Type—The type of address of the job

  • Location—Address for a pre-configured location. If selected a field is displayed to choose the location.

  • Account—Address from the client’s Account record. If selected a field is displayed to choose the client’s account.

  • Client—Defaults to the client’s address.

• Coordinator—Select the contact coordinating the event, the list is filtered by contacts of type "worker."

• Description—Description of the job to be carried out, including any additional information the worker needs to know

Group Event Job Addresses

Individual jobs on group events can have their own address (previously they inherited the address from the group event and this could not be changed).

Figure 3. How to change a job address on a group event.

Group Event Additional Fields

Custom fields that have been created on the group event can be displayed on the interface. They automatically populate the corresponding value on jobs created for the group event.

A group event with additional custom fields.

Also, see

Administration.

Group Event Requirements

There is also the ability to display two custom number fields to leverage them to trigger alerts when certain participant/resource rules are not meet on a group event. In this example, we are using "Maximum Number of Resources" and "Maximum Number of Participants."

An example highlighting the group event requirements section of a group event.

Next, add the first client who will be attending the group event by clicking the "Add Client" button, the add client screen will appear similar to the following:

How to add to a client to a group event.

How to search for a contact name to add to a client.

Find a client by starting to type in their name. Matching clients will be displayed in the list. Note, only clients with a current service agreement will be available for selection. When the relevant client's name appears, select them by clicking on their name.

Once the client has been selected, a category drop-down menu will appear and will be populated with all categories that are related to service agreements for this client (that are current).

An example showing the various fields enabled within the add client screen.

After selecting the category, all relevant services will appear within another new drop-down. The delivery method for this service needs to be selected. Once all options have been selected, click "Save." Repeat the above steps until all clients have been added.

The save and schedule job buttons on a group event.

Click "Save," then the "Schedule Job" button will become available. Notice the client tags are now visible in the group event. If two clients have the same tag, the tag will only appear on the list once.

A client tag, as displayed in the group event requirements section of a group event.

Multiple Client Records

When adding a client to either a group event or when creating a job, the same client can be added more than once using a different service agreement or service agreement item combination. For each client record on a job, a separate service delivered record will be created for the client using the different service details when a job is closed.

An example where multiple clients have been added to a group event.

When the maximum number of attendees is exceeded on a job a warning message will be shown.

A job where the number of attendees has been exceeded.

Once the "Schedule Job" button is selected, it will open the "Group Event Schedule Job" screen.

An example of the group event schedule job screen.

Complete the following fields as required:

For each client that is added, their times can be changed (with the scheduled time of the job) and this will be reflected in their service delivered record if the scheduled time is selected as the delivery method.

In addition, if the number of clients is greater than the maximum number of attendees, a warning message will be shown.

Once all job details are complete select "Create Job," you will then have the option to "Go to Job Details Page" within the Skedulo web app and assign the job, or select "Get Job Costing/Allocate."

If "Get Job Costing/Allocate" is selected, the "Job Edit/Allocation" screen will open. Complete the following fields as required:

An example of the job edit and allocation screen.

Available resources will appear in the left-hand column based on the selections made. Select a resource; they will then appear in the middle "Selected Resources" column.

Selecting resources from those available in the job edit and allocation screen.

If you are happy with the selected resource, click "Allocate" to assign the resource to the job. The allocated resource will then appear in the "Allocate Resources" column. If you wish to unallocate (or deallocate) the resource, you can click the "Unallocate" button.

Lastly, click "Update Job" to save your changes.

Allocating selected resources in the job edit and allocation screen.

Unallocating selected resources in the job edit and allocation screen.

You can edit your created jobs by clicking on the pen icon next to the job in the "Appointment Details."

How to edit a specific job in appointment details.

There are four options for managing clients on the group event job

1. Add Client - Add a new client to a job
2. Edit Client - Edit an existing client’s service details
3. Remove Client - Remove a client completely from a job
4. Cancel Client - Cancel a client from a job which has been dispatched

Add Client

From the job edit/allocation screen, you can also manage attendees by clicking "Add Client".

How to manage and attendees for a group event.

To add clients, begin to type the relevant name in the client box and select from the drop-down list and click "Enter." These clients must have already been added to the group event.

Click "Update Job" once all changes have been made.

Edit Client

If required, you can edit the client's service delivery details for a specific job. Click on the pen icon next to the client details.

How to edit the client's service delivery details for a specific job.

When editing client service details on a job that forms part of a recurring schedule, there will be the option to apply this change to the selected job (only) or all future jobs. A balance check and date check will be performed of the service agreement at this point.

The option to apply changes to recurring jobs.

Remove Client

Select the Remove icon (ie. Rubbish Bin) next to the client to be removed from the job.

The client will be immediately removed from the job and will need to be readded using ‘Add Client’.

How to manage and attendees for a group event.

Cancel Client

Cancelling a Client from a Job Prior to Job Completion

Select the Cancel icon (ie. ‘X’) next to the client to be cancelled from the job.

When cancelling a client the ‘Cancel Client’ dialog is displayed.

Cancel Client Modal

• Select a Cancellation Reason for why the client is being cancelled from the job
• If required, enter a cancellation note for the client
• Choose whether the client is to be billed for their cancellation from the job
• Click ‘Yes’ to cancel the client
• Click ‘Close’ to close the modal without cancelling the client

See ‘Billable / Non-Billable Events’ in the Administration article for custom settings that affect client billing.

Cancelling a Client for Not Attending a Completed Job

The global custom setting, ‘Create_SD_For_NonAttending_Client’, can set so as to bill or not bill clients for not attending a completed group event session.

Note that this is a global setting and will determine the billing for all client’s who do not attend a completed job.

• When 'true' then all clients who did not attend a completed group event will be billed for non-attendance
• When 'false' then all clients who did attend a completed group event will not be billed for non-attendance

See ‘Billable / Non-Billable Events’ in the Administration article for custom settings that affect client billing.

Cancelling the Group Event Job

When cancelling a client the ‘Cancel Job' modal is displayed.

Cancel Job Modal

• Select a Cancellation Reason for why the job is being cancelled
• If required, enter a cancellation note for the job
• Choose whether the client or attendees are to be billed for the job cancellation
• Click ‘Yes’ to cancel the job
• Click ‘Close’ to close the modal without cancelling the job

See ‘Billable / Non-Billable Events’ in the Administration article for custom settings that affect client billing.