This section is for those in your organisation who are Administrators of the Skedulo platform. It details how to configure a number of settings within Skedulo for the organisation.
Service delivered information in Lumary is the amount billable (i.e., this is what will be claimed from NDIS) while the timesheet information may or may not match this time.
When a job is completed for a client or group, a service delivered record is automatically created in Lumary’s service delivered object for each client. The records created will have the following fields automatically set.
Table 5. Fields automatically set for records
Field |
Description |
---|---|
Hours |
The duration of the original job (i.e., if the original job was scheduled for one hour then the service delivered record would be set to one hour, regardless of how long it took to deliver the service). If two workers attend a job, then a separate service should be used (i.e., a service that is priced at double. NDIS have some services setup like this). |
Service Agreement Item |
Default setting is to the service agreement item that was nominated at the time the job record was created/setup. Note: A service record is associated with one Support Category (a Reference Data record type). When creating a new service agreement, users can add multiple support categories. They also have the option of updating the field 'Restrict delivery to Service Item'. When delivering a service, if this field equals True, the service delivery item is created against a specific line item (as specified in the service agreement). If this field equals False, users will be able to deliver against any of the services that are linked to the support category; provided that the service is associated with the correct rate and site. |
Client Accepted |
Set to True (single event only). |
Salesforce admins can access and change configurations via their org's Custom Settings.
-
Using Salesforce Lightning, open Setup.
-
Search for Custom Settings, and select the matched item to open the Custom Settings page.
-
Locate the custom setting required and click Manage.
- Apply settings from the following sections, as applicable to your organisation.
Navigate to Setup > Custom Settings
Component |
Description |
---|---|
Sked Service Line Custom Form Setting |
This setting controls what actions can be done to a service item record when accessed from either a single client event or a group event. The controls on the service line items are:
|
For each attendee on a group event, the service details that were selected (when they were added to the group event) are now visible on the Skedulo mobile app. This is controlled on a resource-by-resource level by selecting the Hide Service Line Items checkbox on the resources record.
The display of fields on the group event is controlled by a custom setting called Group Event Custom Fields.
The Field Label text can be changed, but the Field Name cannot be changed. For example, in the image following Field Label is highlighted and showing as to "Minimum Participants" for the field Maximum_Number_of_Participants__c
. Note: A suitable update for this label could be "Max. Participants", to keep field labels short.
Navigate to Setup > Custom Settings
Component |
Description |
---|---|
Skedulo Configs |
The Roster Console can be configured to support the following:
|
This section outlines the settings that can be configured by your Salesforce Administrator.
The following key components can be configured using the custom setting sked_Shift_Type_Setting__c
.
Navigate to Setup > Custom Settings > Skedulo Shift Type Setting
Table 6. Key components configurable using custom setting sked_Shfit_Type_Setting__c
Component |
Description |
---|---|
Background Color |
Sets the background colour of availability/activity records. |
Can Be Predated |
By default, the console does not allow a user to create availability for days in the past. Ticking this checkbox enables availability type to be created for days in the past. |
Color |
Sets the border colour and text colour of availability/activity records. |
Is Available |
Determines whether the availability (based on shift type) is enabled or not. |
Not Show |
These availability/activity records will not be displayed in the console. |
Shift Type |
The availability/activity type. To configure the Template record's appearance, the developer needs to create a new setting with Shift Type = Template. |
Short Name |
The short name of availability/activity. For an availability template 'T' is the default if the Template shift typesetting has not been set. |
The following key components can be configured using custom setting sked_RAC_Setting__c
.
Navigate to Setup > Custom Settings > Skedulo RAC Setting
Table 7. Key components configurable using custom setting sked_RAC_Setting__c
Component |
Description |
---|---|
Date Format |
Default value is dd/mm/yyyy. |
No of Recur Weeks |
The number of maximum weeks a user can select when using the recurring feature to create an availability/activity. |
Calendar Start |
The start time in the Individual Resource view. The default value is 700. |
Calendar End |
The end time in the Individual Resource view. The default value is 1900. |
Calendar Step |
The timeslot step (in minutes) used in the Individual Resource view. The default value is 30 (i.e., 30 minutes). |
Respect Resource Timezone |
When this setting is enabled, a user can view/create/edit all the records in the selected resources' time zone, and the time zone option will be hidden. |
Enable Availability Template |
When this setting is enabled, a user can see the resources' availability template as available records (with short name 'T') in both views. |
Enable Activity |
When this setting is enabled, a user can see/create/edit/remove an activity within the console. |
Auto Approve Availability |
Turn this setting on so that the unavailability will be created with status = Approved, otherwise status = Pending. Pending unavailability records will be displayed with orange colour, and the Approve button will be displayed on the update modal. |
Navigate to Setup > Custom Settings > Skedulo Configs
Component |
Description |
---|---|
Allow_Create_Job_Offer |
Job offer creation can be switched on or off for an organisation. |
Allow_Set_Resource_Allocation_Time = True |
Enables different start and end times to be set for resources on a job. |
Dispatching Jobs
The custom setting Auto_Dispatch_Job
enables the dispatching of work to resources from the AU Health consoles.
Use this custom setting to control whether:
- Allocated resources are automatically accepted and notified when the job is created, or
- The scheduler must dispatch the job from the Skedulo web app.
Setting options:
- Set
Auto_Dispatch_Job
to true to automatically dispatch a job when creating jobs and allocating resources. - Set
Auto_Dispatch_Job
to false to manually dispatch a job when creating jobs and allocating resources.
Skedulo Console Tab
Navigate to Setup > Custom Settings > Skedulo Configs
Component |
Description |
---|---|
Global_JobURL |
The tab named Skedulo Console renders the Skedulo web app within a Salesforce tab. Navigation is controlled via this custom setting. Use the value: /one/one.app#/n/skedhealthcare__Skedulo_Scheduling?jobId= |
Navigate to Setup > Custom Settings > Skedulo Configs
Component |
Description |
---|---|
RM_Allow_To_Complete_Job |
By default, only future and underway jobs are shown in the Roster Management Console. Admins can include completed jobs by updating this custom setting within Salesforce. Set this custom setting value to True if you want completed jobs to display on the console. |
Navigate to Setup > Custom Settings > Skedulo Configs
Component |
Description |
---|---|
Check_Client_Availability |
There are a number of custom settings available to allow configuration of your Client Availability Console. To enable the Client Availability Check, update the following custom settings:
|
Navigate to Setup > Custom Settings
Component |
Description |
---|---|
Sked Client Availability Status |
You can control the visibility of 'availability' within the Group Event–Check Availability Console. The display name, percentile band, and the colour are all configurable using this setting. The start time and end time of each day and the hourly intervals on the Check Availability Console are managed using the Skedulo RAC custom setting. |
Navigate to Setup > Custom Settings > Skedulo Configs
Component |
Description |
---|---|
Allow_Select_Billable_Job |
This setting enables display of the billable/non-billable field within your organisation. |
|
Possible values: true or false This setting controls the removal of service line items when the job is non-billable:
|
Require_Job_Billing_Info |
Possible values: true or false This setting controls the removal of service line items whether the job is billable or non-billable:
|
Create_SD_For_NonAttending_Client |
Possible values: true or false This global custom setting can be set to bill or not bill clients for not attending a completed group event session:
|
Navigate to Setup > Custom Settings > Skedulo Configs
Component |
Description |
---|---|
Invalid_SA_Email_List |
This setting controls who receives the related email notification. |
Navigate to Setup > Custom Settings > Skedulo Configs
Component |
Description |
---|---|
Sync_Site_To_Location |
This setting controls synchronising site to location data for your organisation. Note: It is recommended that if there are already Skedulo location records being created for Lumary site records, then the existing location records are updated with the lookup to the corresponding site record. If this does not occur and the trigger is activated, then new location records will be created for each of these sites. |
Navigate to Setup > Custom Settings > Skedulo Configs
Component |
Description |
---|---|
Unavailability_Type_In_Res_Removal |
This setting controls what Unavailability types will trigger the deletion process. |
Allow_Unavailability_Removal |
This setting determines if the trigger (to remove resources as a result of unavailability being approved) is activated. |
Object_Types_In_Resource_Removal |
This setting determines what objects will be deleted (shifts, job allocation, or activities). |
Navigate to Setup > Custom Settings > Skedulo Configs
Component |
Description |
---|---|
Allow_Create_Recurring_Job_ |
This setting controls whether or not recurring jobs can be created when using the Schedule Job modal. |
Check_Balance_And_Service_Date |
This setting controls whether or not date and balance checks are performed. |
Navigate to Setup > Custom Settings > Skedulo Configs
Component |
Description |
---|---|
Allow_Client_Cancellation_Check |
The maximum cancellations are defined in custom settings:
|
Navigate to Setup > Custom Settings > Skedulo Configs
Component |
Description |
---|---|
SHIFT_HOVER_FIELDS |
This setting controls the hover fields displayed on a shift. |
RM_JOB_HOVER_FIELDS |
This setting controls the hover fields displayed on a job. |
Navigate to Setup > Custom Settings > Skedulo Additional Fields
Component |
Description |
---|---|
Categories |
Controls the display of custom fields. The Categories field will determine if it is a field from the job allocation or resource shift. |
Navigate to Setup > Custom Settings > Healthcare Setting
Component |
Description |
---|---|
Timesheet Tolerance Time (Mins) |
Tolerance setting for marking a job or shift with an 'Exception'. |
Timesheet Auto Approved |
Manages the auto-approval of timesheets. |
Navigate to Setup > Custom Settings > Skedulo Config
Component |
Description |
---|---|
Unavailability_Reject_Types |
Types of unavailability that will be rejected. |
Unavailability_Reject_Day_Range |
The date range for which the unavailability will be rejected. The unavailability’s start date must be within this range. |
Unavailability_Reject_Message |
The rejection message sent to the resource. |
Unavailability_Reject_Notify_method |
The rejection method used to notify the resource. |
Navigate to Setup > Custom Settings > Skedulo Config
Component |
Description |
---|---|
Job_Delete_Restrict_Profiles |
The Salesforce profiles that can delete jobs. |
Navigate to Setup > Custom Settings > Skedulo Config
Component |
Description |
---|---|
Enable_Tag_Expiration_Reminding |
When set to true, will allow Daily Healthcare batch job to send tag expiration notification to resources when their tags are set to expire within a predefined number of weeks. See TagExpirationRemindingWeeks setting. |
Tag_Expiration_Reminding_Weeks |
Defines the periods in week to remind resources of their tags expiration. |
Tag_Reminder_Template |
Defines the template to send to resources when their tags are going to expire. |
Tag_Expired_Template |
Defines the template to send to resources when their tags have expired. |
Scheduled Hours / Contracted Hours
A resource’s scheduled hours vs their contracted hours can be viewed on various consoles. On the Resource Roster Console they display next to the resource's name.
Fig: Resource Roster console example: scheduled hours v contracted hours
The Scheduled Hours equals total work hours scheduled for the resource for the selected payroll period. The value can be adjusted using the following custom settings.
The Contracted Hours equals total contract hours for the resource for the selected payroll period. This can also be adjusted using the following custom settings.
Custom Setting |
Description |
Excluded_Scheduled_Hour_Tags |
Possible values: Skedulo Tags Includes the duration of all Single Booking, Group Event, and/or Shift work except where that work includes a Tag listed within this custom setting. Example: Shifts are excluded from the Scheduled Hours calculation where:
|
Payable_Activity_Types |
Possible values: Activity Types Includes the duration of all activities where the activity type is listed in this custom setting. Example: The Activity Type of Meal Break is listed in the custom setting. Therefore any activity type of Meal Break is included in the calculation. |
Payable_Availability_Types |
Possible Values: Availability Types Includes the duration of all availabilities where the availability type is listed in this custom setting. Example: The Availability Type of Bereavement Leave is listed in the custom setting. Therefore any availability type of Bereavement Leave is included in the calculation. |
Resource_Hours_Include_Travel |
Possible values: true or false True, will include Travel Time when calculating resource scheduled hours and contracted hours. False, will exclude Travel Time when calculating resource scheduled hours and contracted hours. |
Resource_Hours_Travel_Time_Field |
Possible values: A custom Job Allocation field API name (Field type must be integer) The Job Allocation field api name to retrieve the estimated travel time from. Hint: Set the value to |
Resource_Hours_Include_First_Job |
Possible values: true or false True, will include Travel Time for the first job of a day when calculating resource scheduled hours and actual hours. False, will exclude Travel Time for the first job of a day when calculating resource scheduled hours and actual hours except where custom setting |
Resource_Hours_First_Job_Field |
Possible values: A custom Job Allocation field API name (Field type must be checkbox) When the setting |
Service Management Console
Limiting Returned Accounts Returned by Search
Navigate to Setup > Custom Settings > Skedulo Config
Custom Setting |
Description |
SC_Account_Record_Types |
Defines the record types to filter when searching for Account in SMC. Use semicolon (;) as delimiter for more than one record type. Possible values: Account Record Types |
Custom Fields
When scheduling a job from a group event, or creating a single event for a client, you can display custom fields in a new Additional Fields section.
Note:
If there are no custom fields set up this section will not be displayed.
The display of custom fields is controlled via the custom setting Skedulo Additional Fields.
Click on this setting to enable new fields to be added and existing fields modified.
Table 8. Skedulo additional fields
Field |
Description |
---|---|
Name |
Field Name (can be any logical name string, as it is only a system record name. The displayed field name is set within Label). |
Field Type |
The Salesforce field type. Options include:
|
Required |
Check if this field is to be marked as mandatory. |
Field Model Name (Deprecated) |
Do not use. |
Options |
If the field type is Picklist and you want to restrict the existing picklist values, enter the values you wish to display separated by a semicolon (;). Leave blank if you want the default picklist values to be shown. |
Min Value |
If the field type is Number, a minimum value can be entered, and a check will be done upon save to ensure this is met. |
Max Value |
If the field type is Number, a maximum value can be entered, and a check will be done upon save to ensure this is met. |
Lookup Object API Name |
If the field type is a Lookup, the object's API name that the lookup is referencing needs to be entered. |
Field API Name |
The API name of the field to be displayed. |
Default Value |
Specify the default value to be displayed. It can be a picklist value, text, or a number. |
Categories |
Used to define where the additional field is displayed. Enter the options where the additional field is to be displayed. Options need to be separated by a semicolon (;). Options include:
|
Label |
The field's name to be displayed on the module. Note: It can be a preferred practice to keep displayed labels as short text, so they are easy to read and to retain form/module layout. |
Object API Name |
The API name of the Object where the field exists. |
Active |
Determines if the field is displayed or not. |
Order |
Fields are sorted by type (as part of the solution). Text, number/decimal, picklist, date/time, lookup, checkbox. The text area is always put on the right, as it takes space over rows. The order can then be set per field type. |
Max Length |
If the field type is Text, a maximum value can be entered for the length of characters. A check will be done when saved to ensure this is met. |
Filter |
Support for defining extra filter logic for a Lookup field type. |
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