The roster management console enables schedulers to view jobs and shifts via a region/location or client. There are further filters via "Job Type" and "Job Status" for a period. It also enables new jobs and shifts to be created directly from the console, and existing jobs and shifts to be managed.
When accessing roster console the filters at the top of the page will be blank.
The functions of the header include:
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Region: Filter jobs/shifts via a region. Enter in a letter of a region and the matching regions will be shown. Selecting a region will show the jobs/shifts for that region.
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Location: Filter jobs/shifts via a location. Enter the first letter of a location, and the matching records will be shown.
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Client: Filter jobs that the client is on (either a single job or as a group attendee on a group event. Enter in a letter of a client and the matching records will be shown).
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Resource: Filter jobs/shifts that the resource has been allocated (a job allocation that is not deleted or declined). The resource's availability/unavailability is displayed when a resource is selected.
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Time Frame: The time frame for the display of jobs on the console.
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Job/Shift: This field will only become available if a resource or location has been selected. Option: to select if jobs or shifts are only shown or both can be shown together.
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Status: Ability to filter jobs by job status(s).
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Job Type: Ability to filter jobs by job type(s).
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Date Picker: Ability to navigate to a specific date and show the job/shifts for that date using the filter and the timeframe selected.
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Print Roster: Will only become active when jobs are being shown and a week or day has been selected in the timeframe. This will launch a new window where the roster can be printed.
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Create Group Activity: Will launch the group event creation screen where a group event can be created.
The roster management console supports the following functions:
Only available for jobs. Existing jobs can be dragged and dropped to different times. A confirmation message will appear with the new times.
When clicking the body of a job on the console, it will navigate you to the job in either Skedulo or Salesforce. This is controlled via a custom setting.
By hovering over the info icon at the top right-hand corner of a job, it will show more details of the job including the resources and clients assigned to the job. These top fields can be controlled via a custom setting.
By hovering over the info icon on the top right-hand corner of a shift, it will show more details of the shift including the resource.
Only available for jobs. By selecting a time on the grid, a new single client job can be created. If the client is already selected in the filter, it will automatically populate the client record, if not you will need to select the client.
The custom setting, 'Active_Client_Statuses', restricts client searches to a set of configured statuses when creating jobs on the Roster Management Console.
Setting options…
- Use the client status options to define the clients to be returned in the search. Use a comma to delimit each option.
Hint: Set 'Active_Client_Statuses' to "Current, Waiting" to restrict the search to include only current clients or waiting clients.
Only available for shifts and when a resource has been selected. By selecting a time on the grid, a new shift for that resource can be created. If the location and region are already selected in the filter, it will automatically populate these. A check will also be performed when it is created to ensure there are no overlapping shifts for a resource.
A warning indicator is displayed when creating a new shift and the new shift conflicts with another shift, a resource's unavailability or a job.
Right-clicking on a job presents a menu with some actions that can be taken:
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Edit / Allocate—Available if the job status is in "Dispatched," "Ready," "En Route," "On Site," or "In Progress." When selected, the job modal will appear where existing resources and clients can be removed, or added.
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Go to Job in Skedulo—Will open the corresponding job in the Skedulo web app where it can be rescheduled.
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Cancel—Available if the job is not "In Progress," "Cancelled," or "Complete." When this is clicked, it will enable a cancellation reason to be entered, and the job allocation status will be updated to "Deleted."
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Unschedule—Available if the job is not "Queued," "Pending Dispatch," "In Progress," "Cancelled," or "Complete." A confirmation message is returned, stating "Would you like to Unschedule JOB-xxxx?" If OK is selected, the job will be reverted to "Pending Allocation," and the job allocation status will be set to "Deleted."
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Dispatch—Available if the job status is "Pending Dispatch." A confirmation message is returned, stating "Would you like to Dispatch JOB-xxxx?" If dispatched, the job allocation status and job status are changed to "Dispatched."
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More Info—Will open a new modal showing the same information that is available via the info icon (on the job).
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Complete—Available if the job status is "Dispatched," "Ready," "En Route," "On Site," or "In Progress." When clicked, this will enable the actual times of the job to be entered. Once saved, this will complete the job and job allocation. It will also update the allocations "In Progress" and "Complete" times with the times entered as part of the completion process.
By right-clicking on a shift, the shift can either be edited or deleted. Edit will enable shift times to be edited, while delete will delete the shift.
Managing Activities
Adding an Activity
It is not currently possible to add an activity to the RMC.
Viewing an Activity
Hovering over the information symbol of an activity record to display details about that specific activity.
Activity Hover Example
See ‘More Info’ in ‘Updating an Activity’ for an additional option for viewing an activity’s details.
Updating an Activity
Right click an existing activity record to display activity record options.
Activity Options
- Edit Activity - Select to edit an activity’s details
- Delete Activity - Select to delete the activity
- More info - View activity details
Edit Activity
The ‘Update Activity’ is displayed when ‘Edit Activity’ is selected.
Update Activity Modal
Additional Fields- Cancel - Select Cancel to exit the modal and not save any edits
- Update - Select Update to exit the modal and save any edits
Delete Activity Modal
Delete Activity Options…- No - Select to exit the modal and not delete the activity
- Yes - Select Yes to exit the modal and delete the activity
More Info
The ‘More Info’ modal is displayed when ‘More Info’ is selected.
More Info Modal
More info Options…
- Close - Select to exit the modal
A group activity can be created from the console by clicking on the corresponding button at the top of the page. This will open a new tab where details can be entered. If a site or location has been selected in the filter, this will be populated on the new group event.
Only available for jobs. When a location and a week or a day timeframe have been selected, then the "Print Roster" button will become available. When this is selected, a new window will appear with a roster summary showing the job times, resources assigned and the client allocated to the job. This can then be downloaded or printed.
When a location has been selected, the "Print Compact Roster" button will become available in the filter bar. This will enable the roster to be printed for that location.
The Roster will show for each day a break down of the job allocations for each Resource.
A new shift form can be accessed from the main menu on the Skedulo mobile app. This form will show the resource's shifts for the current week.
A mobile user (resource) can toggle between shifts by using the arrows next to the current week. There is also a weekly total of the scheduled shift time next to the date.
Each shift record displayed (for a day) will show the scheduled time, the region (and location), and the actual time (if this has been entered). If a shift is an overnight shift, it will be in a darker blue.
By clicking on the shift, the resource can edit the actual times of the shift. If the actual times have already been added, the "Edit Times" button will be made available. If no actual times have been set, do so using the "Add Times" button.
Once saved, if the times go into the next day, a warning will appear indicating that it appears to be an overnight shift.
In the top bar, the "Back" button will navigate back to the shifts form, while the "x" (or close) button will navigate the mobile user back to the Skedulo mobile app agenda.
The replicate roster function is accessed on the roster management console and becomes active when either a location, client or resource has been entered—this enables the filtered job records or shift records to be replicated from one period to another.
Notes:
- To see and enable the ‘Replicate Roster’ button then select either ‘Job’ or ‘Shift’
- The figures below show ‘Job Conflicts’ however the same modals and functionality apply for ‘Shift Conflicts’
When the replicate roster button is selected, a new screen will appear where the current period is shown in the "Source Period" section (this can be modified). However, only a maximum of two weeks can be selected. The section named "Replication Period" will be automatically populated with the corresponding period displayed in the source period (once again, this can be modified for a period of up to two weeks).
There are two checkbox options at the bottom of the job replication modal, one named "Skip Holidays," the other named "Replicate resources."
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If skip holidays is checked, it will not replicate the records if they fall on a "Holiday" record.
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If "Replicate Resources" is checked, then validation will be done on the resource’s availability for the proposed job times. This validation will check if the resources have any availability set and ensure there are no conflicting jobs or activities. If there are conflicts, these will be displayed on a job-by-job and resource-by-resource basis.
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If "Replicate Resources" is not checked, then jobs will be created upon save in a "Pending Allocation" status.
If the resource does not have any availability for the full period of the job, then this will be displayed with the preface "No Availability." If the resource has an unavailability record at the time of the proposed job, then each record will be displayed with the prefix "AVAIL." The resolution options when a resource does not have any availability or has a conflicting unavailability record are:
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Keep—Will continue with the job creation and disregard the availability of the resources. The job will be created in a "Pending Dispatch" status.
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Reallocate - Will enable the scheduler to select another active resource to allocate to the job. If this is the only resource on the job, then the job will be created in a "Pending Allocation" status. If there are other resources on the job, then these will remain, and the job will be created in a "Pending Dispatch" status.
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Cancel—Will remove all resources from the job and will not create the job.
If the resource has a conflicting job, then each record will be displayed with the prefix "JOB." The resolution options when a resource has a conflicting job are;
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Keep—Will continue with the job creation, so the resource will have two jobs that overlap. The job will be created in a "Pending Dispatch" status.
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Reallocate - Will enable the scheduler to select another active resource to allocate to the job. If this is the only resource on the job, then the job will be created in a "Pending Allocation" status. If there are other resources on the job, then these will remain, and the job will be created in a "Pending Dispatch" status.
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Overwrite—This will remove the resource from the existing job and create a new job in a "Pending Dispatch" status. If the existing job only had this resource, the status would be changed to "Pending Allocation."
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Cancel—Will remove all resources from the job and not create the proposed job.
If the resource has a conflicting shift, then each record will be displayed with the prefix "SHFT". The resolution options when a resource has a conflicting shift are;
- Keep—Will continue with the job creation, so the resource will have two jobs that overlap. The job will be created in a "Pending Dispatch" status.
- Reallocate - Will enable the scheduler to select another active resource to allocate to the job. If this is the only resource on the job, then the job will be created in a "Pending Allocation" status. If there are other resources on the job, then these will remain, and the job will be created in a "Pending Dispatch" status.
- Overwrite—This will remove the resource from the existing job and create a new job in a "Pending Dispatch" status. If the existing job only had this resource, the status would be changed to "Pending Allocation."
- Cancel—Will remove all resources from the job and not create the proposed job.
If the resource has a conflicting activity, then each record will be displayed with the preface "ACT." The resolution options when a resource has been allocated to activity for the proposed time are:
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Keep—Will continue with the job creation, so the resource will have a job and activity that overlap. The job will be created in a "Pending Dispatch" status.
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Reallocate - Will enable the scheduler to select another active resource to allocate to the job. If this is the only resource on the job, then the job will be created in a "Pending Allocation" status. If there are other resources on the job, then these will remain, and the job will be created in a "Pending Dispatch" status.
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Cancel Job—Will remove all resources from the job and not create the proposed job.
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