16. Administration

Overview

This section is meant for those in your organization who are Administrators of the Skedulo platform and details how to configure a number of settings within Skedulo for the organization.

Service Delivery Records

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 were 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.

Set 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 in multiple support categories. When doing so, they 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 with the support category, provided that the service is associated with the correct rate and site.

Client Accepted.

Set to "True" (single event only).

Custom Settings

Salesforce admins can access and change configurations via their org's "Custom Settings."

Using Salesforce Lightning, open "Setup."
Search for "Custom Settings." Select to open the custom settings page.
Locate the custom setting required and click "Manage."

The custom settings for the Skedulo healthcare package in Salesforce.

Controlling Access to the Service Line Items

Setup > Custom Settings >

Component

Description

Sked Service Line Custom Form Setting

When accessing the service items from either a single client event or a group event, what can be done with these records is controlled via this custom setting. The controls on the service line items are:

If the existing records can be deleted.
If new records can be added.
One an existing record if you can:
- Modify the service.
- Modify the service item.
- Modify the service category.
- Modify the site.
- Enter a comment.
- Enter in km travel value.

The Sked service line custom form settings.

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 can be controlled on a resource-by-resource level by selecting the "Hide Service Line Items" checkbox on the resources record.

The resource setting to hide service line items.

Controlling the fields for Minimum or Maximum Participants and Resources on a Group Event

The display of fields on the group event can be controlled by a custom setting called "Group Event Custom Fields."

The group event custom fields settings in Salesforce.

"Maximum_Number_of_Participants__c" to Minimum Participants (the label can be changed, not the Field Name).

The edit group event custom field screen in Salesforce.

Roster Console Custom Settings

Setup > Custom Settings

Component

Description

Skedulo Configs

The roster console can be configured to support the following:

The display of shifts, which can be controlled via "Custom Setting Skedulo Configs," "RM_Allow_Manage_Shift."
The setting to control the shift creation is "RM_Allow_Create_Shift."
The start and end date of the console display.
The hover fields on the info icon displayed on a job.
The color coding of jobs depending upon their status.
Disable jobs from being dragged from one time to another.
Disable the right-click functions to manage resources, manage clients and complete jobs.

Availability Management Administration

This section outlines the settings that can be configured by your Salesforce Administrator.

The following key components can be configured using custom setting "sked_Shift_Type_Setting__c":

Setup > Custom Settings > Skedulo Shift Type Setting.

Table 6. Key components that can be configured using the custom setting sked_Shfit_Type_Setting__c.

Component	Description
Background Color.	The background color 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 allows availability type to be created for the past days.
Color.	The border color and text color of availability/activity records.
Is Available.	Determines whether the availability (based on shift type) is available 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 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":

Setup > Custom Settings > Skedulo RAC Setting.

Table 7. Key components that can be configured using the custom setting sked_RAC_Setting__c.

Component	Description
Date Format.	Default value is dd/mm/yyyy.
No of Recur Weeks.	The maximum weeks we user can select when using the recurring feature to create an availability/activity.
Calendar Start	The start time for the "Individual Resource View." The default value is 700.
Calendar End.	The end time for "Individual Resource View." The default value is 1900.
Calendar Step.	The timeslot step (in minutes) used by "Individual Resource View." The default value is 30 (30 minutes).
Respect Resource Timezone.	Turning on this setting will allow a user to view/create/edit all the records in the selected resources' time zone, and the time zone option will be hidden.
Enable Availability Template.	Turning on this setting will allow a user to see the resources' availability template as available records (with short name "T") in both views.
Enable Activity.	Turning on this setting will allow a user to see/create/edit/remove 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 color, and the "Approve" button will be displayed on update modal.

Job Offers

Setup > Custom Settings > Skedulo Configs

Component	Description
Allow_Create_Job_Offer	The job offer feature is controlled via this custom setting which can be switched on or off for an organization.
Allow_Set_Resource_Allocation_Time = True	To enable different start and end time for resources on a job.

Dispatching Jobs

The custom setting, 'Auto_Dispatch_Job', is available to manage the dispatching of work to resources from the AU Health consoles.

Use the 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

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=

Roster Management Console

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 wish to see completed jobs on the console.

Client Availability Console

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," the following custom setting needs to be updated:

Job Conflict: Will only check for conflicting jobs for the scheduled time for a client.
Availability: Will only check if the client has availability for the scheduled time.
All: Will check for both client availability and conflicting jobs.
None: Will not check for client availability or other jobs.

Group Event-Check Availability Console

Setup > Custom Settings

Component

Description

Sked Client Availability Status

You can control the visualization of availability within the group event–check availability console. The display name, percentile band, and the color 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.

The group event–check availability console time intervals.

Billable/Non-Billable Events

Setup > Custom Settings > Skedulo Configs

Component	Description
Allow_Select_Billable_Job	The display of the billable/non-billable field within your organization.
Require_Billing_Data_On_Job	Possible values: ‘true’ or ‘false’ Setting to control the removal of service line items when the job is non-billable When ‘true’ then a scheduler is not able to delete service line items when the job is non-billable When ‘true’ then a scheduler is able to delete service line items when the job is non-billable
Require_Job_Billing_Info	Possible values: ‘true’ or ‘false’ Setting to control the removal of service line items whether the job is billable or non-billable When ‘true’ then always require service item data regardless of Billable Type When ‘false’ then only require service item data if Billable Type is Billable
Create_SD_For_NonAttending_Client	Possible values: ‘true’ or ‘false’ A global custom setting that can be set so as to bill or not bill clients for not attending a completed group event session. 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

Invalid Service Agreement Email

Setup > Custom Settings > Skedulo Configs

Component	Description
Invalid_SA_Email_List	To control who receives the email notification.

Lumary Site/Skedulo Location Trigger

Setup > Custom Settings > Skedulo Configs

Component

Description

Sync_Site_To_Location

This setting is used to control whether or this trigger is active in your organization. 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.

Removal of a Resource from Jobs/Shifts when Unavailability is Approved

Setup > Custom Settings > Skedulo Configs

Component	Description
Unavailability_Type_In_Res_Removal	This setting is used to control what "Unavailability" types will trigger the deletion process.
Allow_Unavailability_Removal	This setting will determine if the trigger (to remove resources as a result of unavailability being approved) will be activated.
Object_Types_In_Resource_Removal	This setting will determine what objects will be deleted (shifts, job allocation, or activities).

Recurring Job Balance Check

Setup > Custom Settings > Skedulo Configs

Component	Description
Allow_Create_Recurring_Job_	Is used to control whether or not recurring jobs can be created when using the "Schedule Job" modal.
Check_Balance_And_Service_Date	Is used to control whether or not date and balance checks are performed.

Service Agreement Details Check

Setup > Custom Settings > Skedulo Configs

Component	Description
Allow_Client_Cancellation_Check	The maximum cancellations are defined in custom settings: Maximum_Cancellations_Client_Plan. Maximum_Cancellations_Service_Booking.

Hover Fields

Setup > Custom Settings > Skedulo Configs

Component	Description
SHIFT_HOVER_FIELDS	The hover fields displayed on a shift.
RM_JOB_HOVER_FIELDS	The hover fields displayed on a job.

Timesheet Console

Setup > Custom Settings > Skedulo Additional Fields

Component	Description
Categories	This setting is used to control the display of custom fields. The "Categories" field will determine if it is a field from the job allocation or resource shift.

Setup > Custom Settings > Healthcare Setting

Component	Description
Timesheet Tolerance Time (Mins)	This is the tolerance setting for marking a job or shift with an "Exception."
Timesheet Auto Approved	This setting manages the auto-approval of timesheets.

The custom settings for healthcare in Salesforce.

Automatically Decline Resource Unavailability

Navigate to Setup -> Custom Settings -> Skedulo Config.

Component	Description
Unavailability_Reject_Types	Types of unavailability that would 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.

Restrict Who Can Delete Jobs

Navigate to Setup -> Custom Settings -> Skedulo Config.

Component	Description
Job_Delete_Restrict_Profiles	The Salesforce profiles that can delete jobs.

Alert Resource When a Tag is About to Expire

Navigate to Setup -> Custom Settings -> Skedulo Config.

Component	Description
Enable_Tag_Expiration_Reminding	Set to true to 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	Defining the periods in week to remind resources on their tags expiration.
Tag_Reminder_Template	Defining the template to send to resources when their tags are going to expired.
Tag_Expired_Template	Defining the template to send to resources when their tags are expired.

Total Scheduled Hours / Total Actual Hours

A resource’s scheduled hours can be viewed on various consoles.

Resource Roster Console Example: Scheduled Hours v Contracted Hours

The ‘Total 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 ‘Total Actual Hours’ equals total work hours completed for the resource for the selected payroll period. The value can be adjusted using the following custom settings.

Custom Setting	Description
Excluded_Scheduled_Hour_Tags	Possible values: Skedulo Tags Include 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 Total Scheduled Hours calculation where… The Shift has a Shift Tag of “Sleepover”, and The “Sleepover” tag is listed in this custom setting,
Payable_Activity_Types	Possible values: Activity Types Include 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 of type “Meal Break” is included in the calculation.
Payable_Availability_Types	Possible Values: Availability Types Include 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 of type “Bereavement Leave” is included in the calculation.
Resource_Hours_Include_Travel	Possible values: ‘true’ or ‘false’ Set to ‘true’ to include Travel Time when calculating resource scheduled hours and actual hours. Set to ‘false’ to exclude Travel Time when calculating resource scheduled hours and actual 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 ’sked__Estimated_Travel_Time__c’ to use the estimated travel time to the work
Resource_Hours_Include_First_Job	Possible values: ‘true’ or ‘false’ Set to ‘true’ to include Travel Time for the first job of a day when calculating resource scheduled hours and actual hours. Set to ‘false’ to 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’ has a value
Resource_Hours_First_Job_Field	Possible values: A custom Job Allocation field API name (Field type must be ‘checkbox’) When the setting ‘Resource_Hours_lnclude_First_Job’ is set to false, the value of this custom field will determine whether to include the travel time for first job or not.

Service Management Console

Limiting Returned Accounts Returned by Search

Setup > Custom Settings > Skedulo Config

Custom Setting

Description

SC_Account_Record_Types

Define the record types to filter when searching for Account in SMC.

Use ";" 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.

A job with additional fields.

How to Set up Additional Fields

The display of the custom fields is controlled via the custom setting "Skedulo Additional Fields." Clicking on this will enable new fields to be added and existing fields modified.

Additional_Fields_-_Custom_Setting_-_Additional_Field_Detail_-_Edit.png

The Skedulo additional field settings.

Table 8. Skedulo additional fields.

Field	Description
Name.	Field Name (although can be anything, only a system record name).
Field Type.	The Salesforce field type. Options include: Text. Text Area. Picklist. Number. Checkbox. Currency. Date. DateTime. Look Up.
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 objects 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 are to be separated via a semicolon. Options include… "SingleBooking" "GroupEventBooking" “ServiceConsole_Activity” “ResourceRoster_Activity” “Roster_Activity”
Label.	The name to be displayed on the module.
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’ type field. E.g: “sked__Region__r.name like '%Standar%'“ to filter for a Location that links to a Region with Region name contains the word “Standar”

Articles in this section

Overview

Service Delivery Records

Custom Settings

Controlling Access to the Service Line Items