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.
To create a new client-specific job, open the client record (in the Contacts tab) and click the Schedule Job quick activity button–this will open the Schedule Job modal.
Note
Salesforce Lightning needs to be used to use this feature.
No work can be scheduled for a client when the customer’s Salesforce record has been put On Hold.
Complete the job's details in the "Schedule Job" modal as follows:
Table 1. The schedule job modal elements and their descriptions.
|
Form Element |
Description |
|---|---|
|
Start Date |
The date the job is expected start (this will activate "Category" and "Service" in the service details section). |
|
Start Time |
The time the job is expected to start. |
|
Duration |
The expected duration of the job. |
|
Urgency |
The urgency of the job. |
|
Description |
Description of the job to be carried out, including any additional information the worker needs to know. |
|
Region |
The region the job falls within. |
|
Address |
The address of the job, this defaults to the client's address but is updated when an account or Lumary site/Skedulo location is selected. |
|
Address Type |
The type of address of the job:
|
The following configurations can be controlled by admin custom settings:
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For each Lumary "Site" that is created a corresponding Skedulo "Location" will be created. If the Lumary site is updated, then these changes will be updated on the corresponding Skedulo location record.
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Ability to indicate if a job is billable or non-billable. This determines if a service delivered record is created or not.
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Additional custom fields can be displayed on a job. These fields can be made mandatory and also have a default value.
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Ability to set the default address type (client /location or account).
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Option to assign resources within the job creation screen - using the allocate resource option (see allocate jobs within Salesforce section).
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When allocating a job in Salesforce, the ability to define a unique start and end times for each resource allocated.
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When saving a job the client availability and/or existing job conflicts can be checked for the client.
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The maximum cancellations on a service booking and the maximum cancellations on a client plan.
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The job duration time periods (e.g., 15 min, 20 min, 30 min).
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The default job duration can be set using the following priority order:
- Where the default duration for a job type has been configured in the 'Job Template' settings in the Skedulo Web App Administration settings then use that value as the default value when creating a new job.
- Use the value set in the Salesforce custom setting, ‘Sked Config’ > ‘Global_Default_Job_Duration' as the default value when creating a new job.
Refer to
When scheduling a job, you also can create a recurrence of it. For example, you may have the same job that happens every week on Wednesday for the next four weeks.
When creating jobs, a recurring schedule can be defined and a subsequent balance and date check will be done on all jobs in the series.
A "Make Job Recurring" button is available on the "Schedule Job" modal where the recurring schedule can be defined—either via the pattern builder or via the calendar.
Complete as follows:
Table 2. The schedule job modal elements and their descriptions.
|
Form Element |
Description |
|---|---|
|
Delivery Method |
How the service will be delivered:
|
|
Category |
List of available categories, i.e., only shows categories belonging to active service agreements against the client and where the job start date falls within the dates of the service agreement. Note: Whenever a service is delivered for a category, the services that appear must also be linked to a site and have a current rate for the date. |
|
Service |
Selecting a service happens in one of two ways:
|
Multiple services can be entered for the same client using the "Add Service" button. For each client service, specified times can be entered. These times need to fall within the job time and each record will create their own service delivered record.
Once completed click on the "Create job" button. The job request is now submitted for resourcing. You will now be presented with two button options:
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Go to job details page: This button will navigate to the Skedulo web application and allow allocating of resources, dispatch, etc. You will only have access to this page if you have a relevant Skedulo license.
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Close (using "x"): This will navigate you back to the "Job Edit/Allocation" screen.
When editing service details on a job that forms part of a recurring schedule, there will be the option to apply this change to just the selected job or all future jobs. A balance check and date check will be performed on the service agreement at this point.
Note
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The new job can now be viewed within the Skedulo web application (by users with the required permissions using the "Go to Job Detail Page" button).
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The job has been created within Salesforce and can be viewed by searching for the job id.
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A calendar event has not yet been created within Salesforce; this happens after the job has been allocated and dispatched.
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The skill tags on the client will be assigned to the skill tags of the job.
When the "Create Job" button is clicked, a check is initiated to ensure that all the jobs fall within the selected service agreement start and end dates as well as ensuring there are enough funds available on the agreement.
If a recurring series of jobs fall outside the service agreement then a message will appear (titled "Insufficient Funds") detailing the last date of the job series, the last date of the service agreement, and how many jobs can be completed.
For each selected client, the following resolution options are available:
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ALL JOBS—will create all of the jobs in the recurrence even though some may fall outside the service agreement.
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COVERED JOBS—will create the number of jobs that can get created within the time frame of the Service Agreement
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NO JOBS—will not create any of the jobs for this client.
If the value of the series of jobs is greater than the value remaining on the service agreement then a message will appear detailing how much is required to complete the series of jobs and how many can be completed within the remaining balance.
For each selected client, the following resolution options are available:
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ALL JOBS—will create all of the jobs in the recurrence even though some will not be covered with the service agreement balance remaining.
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COVERED JOBS—will create the number of jobs that can be covered with the service agreement balance remaining.
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NO JOBS—will not create any of the jobs for this client.
When scheduling a job for a client, a check will be done on the related service agreement to see if the number of cancellations has been exceeded.
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Client plan check. If the support type is either "Personal Care" or "Community Access" on the service agreement's support category, then a check is performed on the related service agreement item's "Service Agreement Client Plan" (on the client plan record, there is a "Total Cancellations" field that will count the number of cancellations for the client plan).
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Service booking check. A check will also be performed on the service agreement to see if the "Service Booking" field populated. If populated, a check will be made on the "Total Cancellations" field on the related service booking. If the service agreement does not have the service booking field populated, a check will be made on the selected service agreement's item. The service agreement's items also have a related service booking and a check will be made on its total cancellations field.
Note
The maximum number of cancellations is set at 12 and the cancellation count logic is managed by Lumary.
You can add job tasks to a job template in the Skedulo Web App. Job tasks can be set as mandatory or optional for the resource to update when the job is tapped as Complete.
When scheduling a new job in Salesforce, job tasks for the corresponding job template are included with the new job.
The job tasks can be seen by resources when completing a job.
Refer to the following articles
From within the Skedulo web app, you can find job requests and complete the process of allocating resources/dispatch, etc.
If the user clicks on the "Go to Job Details Page" button, this will open the job details view within the Skedulo web application.
Refer to
The resource shown will match the region selected on the job, and the tags have been added to the job. (The "Client Tags" on the selected client will automatically be assigned to the job).
Hover the mouse over a resource image and a blue "plus" symbol will appear. Clicking the "plus" sign will allocate the job to the resource.
Resources can also be selected by clicking on the "Allocate a resource" function.
In the "Select Resources" modal, resources can be filtered by regions other than that selected on the job, plus they can be sorted by a number of filters (there is no filter matching the job tags with the resource tags—the "Highest Rating" sort will take into consideration the tags).
The resource will now need to be notified and accept the job before the allocation process will be completed.
If you wish to allocate the job to multiple resources, click on the plus sign on another resource, or select another resource using the "Select Resources" modal.
You can now nominate one of the resources as a "Team Leader." This function needs to be activated by an administration setting and is used when you want the nominated team leader's start and completed times to be captured on the job.
To notify the resource do one of the following:
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Click the arrow button ("Dispatch All") at the top of the "Resources" panel, which will dispatch the job to all the resources via their preferred communication method.
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Click the "Dispatch button" for a single resource—this will notify the resource via their preferred communication method (as set on the resource's record within Salesforce).
Clicking on one of the contact method icons will change the communication method for this job only. The phone icon is used to accept or decline the job on the resource's behalf.
The "Remove Allocations" button at the top of the "Resources" panel will remove all the resources from the job, while the "Remove Resource" button on the resource card will remove that resource from the job.
Once the job has been dispatched to the resource the following will happen:
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The job will appear light blue on the resource’s calendar.
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The job status will be "Dispatched."
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A calendar event will be created for the job within Salesforce.
The resource will now need to accept the job allocation using the Skedulo mobile app; this is covered in the section entitled "Completing the Job in the Skedulo Mobile App" below. Once the job is accepted, it will turn darker blue within the resource's calendar. The job status on the job record will be updated to "Ready."
The allocation process is now finished, and the resource is now able to complete the job using the mobile app. If the job is declined the job goes back to a "Pending Allocation" status for a scheduler to reschedule.
Once a job has been created and the "Allocate Resource" option has been selected, available resources with the matching tags can be selected and allocated to the job. When a resource has been allocated to the job, the start and end times can be modified (to within the scheduled job times).
Clicking the "Allocate" button will assign the resource to the job while clicking the "Offer" button will send a job offer to them for this job. Once the resource has accepted an offer or they have been allocated the job, the times selected above will show in the resource's agenda for that job (not the scheduled job times).
You can make changes to a job using the Skedulo web application right up until the job is completed.
Refer to
Note
An alert is displayed when a scheduled work's date or start time is changed.
The alert has been added to indicate to the scheduler that there may be a requirement to change the client's service line items as the new date or start time could be in a different rate period (e.g. weekday rate change to a weekend rate).
Cancel the Job
When cancelling a client the ‘Cancel Job dialog 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 dialog without cancelling the job
See ‘Billable / Non-Billable Events’ in the Administration article for custom settings that affect client billing.
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