16. Administration

Overview

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 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 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).

Custom Settings

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.

The custom settings for the Skedulo healthcare package in Salesforce.

Fig: Custom settings for the Skedulo healthcare package in Salesforce

Control Access to the Service Line Items

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:

If the existing records can be deleted.
If new records can be added.
On an existing record users 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.

Fig: 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 is 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.

Fig: Resource setting to hide service line items

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

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

The group event custom fields settings in Salesforce.

Fig: Group event custom fields settings in Salesforce

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.

The edit group event custom field screen in Salesforce.

Fig: Edit group event custom field screen in Salesforce

Roster Console Custom Settings

Navigate to Setup > Custom Settings

Component

Description

Skedulo Configs

The Roster Console can be configured to support the following:

The display of shifts is controlled via Custom Setting Skedulo Configs, RM_Allow_Manage_Shift.
The RM_Allow_Manage_Shift setting also controls shift creation.
The start and end date on the console display.
The hover fields on the info icon displayed on a job.
The colour coding of jobs according to 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 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.

Job Offers

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=

Roster Management Console

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.

Client Availability 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:

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

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.

The group event–check availability console time intervals.

Fig: Group event–check availability console time intervals

Billable/Non-Billable Events

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.
Require_Billing_Data_On_Job	Possible values: true or false This setting controls the removal of service line items when the job is non-billable: When true, a scheduler is not able to delete service line items when the job is non-billable. When false, a scheduler is able to delete 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: When true, it will always require service item data regardless of Billable Type. When false, it will only require service item data if Billable Type is 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: When true, all clients who did not attend a completed group event will be billed for non-attendance. When false, all clients who did attend a completed group event will not be billed for non-attendance.

Invalid Service Agreement Email

Navigate to Setup > Custom Settings > Skedulo Configs

Component	Description
Invalid_SA_Email_List	This setting controls who receives the related email notification.

Lumary Site/Skedulo Location Trigger

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.

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

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).

Recurring Job Balance Check

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.

Service Agreement Details Check

Navigate to 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

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.

Timesheet Console

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.

The custom settings for healthcare in Salesforce.

Fig: 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 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.

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	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: 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 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 `sked__Estimated_Travel_Time__c` to use the estimated travel time to the work.
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` 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

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.

Fig: Job with additional fields

How to Set up Additional Fields

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.

Additional_Fields_-_Custom_Setting_-_Additional_Field_Detail_-_Edit.png

Fig: Skedulo additional field settings

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: 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 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: SingleBooking GroupEventBooking ServiceConsole_Activity ResourceRoster_Activity Roster_Activity
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. For example: `sked__Region__r.name` like %Standar% will filter for a Location that links to a Region with Region name contains the word “Standar”.

Articles in this section

Overview

Service Delivery Records