The resource console provides both an overview of the available resources in an organization (human resources and assets), and detailed information about individuals.
On the left-hand side is the list of all available resources. The list is divided into pages of 20 resources at a time. Schedulers can go through the list by using the forward and backward arrows at the bottom of the list.
The search box at the top of the list allows quick location of a known resource.
The search box only searches within the resources on the current page of the list.
The "Show Active" checkbox below the search box determines whether active or inactive resources are shown in the list. It is checked to show active resources by default.
The resource view shows more details about the resource; these are presented over a series of tabbed views. The information provided includes personal details, specific attributes that he/she may have, allocated jobs (past and future), availability, schedule, and a location map.
All fields in the personal view can be edited. When saved, the data in the CRM (e.g., Salesforce) will also be updated.
The "Active" checkbox is used to mark the resource as active or not. If the checkbox is cleared (meaning not active), the resource will not be considered for scheduling.
The "Mobile" picklist sets the country code for SMS notifications. The system will use this selection to add an international prefix to the previously defined phone number.
"Preferred Notification Method" (Push or SMS) is the method used to send job notifications to the resource. Push notifications send a message to the notification center of the mobile phone so that the resource will see the notification pop-up on their screen. SMS notifications send a text message to the mobile phone number.
"Enable JIT scheduling" allows just-in-time scheduling to be performed.
If no preferred notification method is selected, then the resource will not be notified of any events including when a job is allocated to them.
These are the specific attributes for a resource, which are pulled down from the CRM (e.g., Salesforce resource tags). Tags are used to define a resource's attributes and the attributes required for a job. If a job requires specific attributes, then it can only be allocated to a resource that can match them.
To add an attribute, click on the "attribute box" and select one from the drop-down list (remember, these are defined in the CRM); repeat to add more.
To remove an attribute, click on the small "x" preceding the attribute.
Click on the save button to save any changes. To discard your changes, select the cancel button. Both buttons can be found at the bottom-right of the console.
The jobs view displays all jobs allocated to the selected resource. Clicking on a particular job number will take you to that job’s details page.
The future jobs tab displays jobs whose start time is after the current time.
The past jobs tab displays jobs whose start time is before the current time.
The resource availability view shows the resource's availability/unavailability and allows the scheduler to make changes to the resource's availability including approving, declining and modifying (un)availability requests.
To make the resource available 24/7, select the button "24/7." Otherwise, select the hours when the resource is available so that jobs can be allocated to him/her accordingly.
This is a recurring availability template (ongoing availability or normal working hours) whereas the unavailability list is more for one-off events.
This list shows the resource’s unavailability requests. It can be filtered to show all requests or just those whose start time is later than the current time. It can be further filtered by status and type. The display order can be changed in some of the columns by clicking the column header.
Schedulers can approve or decline an unavailability request by selecting the checkbox next to the appropriate request, followed by clicking on the "Approve" or "Decline" buttons (to the top-right of the unavailability table).
Approve or decline multiple requests by individually selecting the checkbox of several requests or approve or decline them all by selecting the checkbox in the header row.
A request can be approved or declined regardless of the current status.
To edit a request, select the pencil icon; this will display the screen below where you can edit the type, start, end, and status of the request.
Remember to save any changes–or cancel your changes with the buttons located at the bottom-right of the console.
The resource scheduling page is a calendar that shows information about the resource's availability, job allocations, and activities during a seven-day period.
The calendar period can be selected using the date selector and arrows at the top of the calendar. Information on the calendar can be refreshed using the arrowed circle button. The calendar can be zoomed in and out vertically using the "+" and "-" buttons.
Each column of the calendar represents a day. Each cell represents a 30-minute period (zoomed out mode) or a 15-minute period (zoomed-in mode).
Periods, where the resource is available for work, are shown with a white background. Periods, where the resource is unavailable, are shown using a gray background.
Jobs and activities assigned to the resource are overlaid on the calendar with minimal information.
Jobs can be moved around and resized directly from the calendar (unless they are locked).
To move a job, drag and drop it to the desired location. This changes the start and end times of the job, but the duration remains unchanged.
To resize a job, hover the mouse cursor at the top or bottom edges of the job card. Click, hold and move the cursor a little until it turns into an arrow and the job card turns into a dashed border. Keep holding down the mouse button and move the cursor up or down–this changes the job duration and either the start or the end time (corresponding to the edge that is moved).
Activities are always locked and can't be changed from the calendar.
The resource map page is a map that shows the resource's location, his/her assigned jobs during a particular day and suggested or actual routes to and from the jobs. The day can be selected using the date selector and arrows at the top of the map.
The map can be dragged around, zoomed in and zoomed out.
The configuration panel at the top right corner controls whether to show historical routes (the route traveled by the resource during the day) or suggested routes for the jobs yet to be attended.
If the selected date is today, the resource's latest known location can be displayed by setting the checkbox "Show Resources latest locations." This option will not show if a different date is selected.
Clicking on a resource or job marker brings up more detailed information about them.