This console supports the use case where there is no centralized scheduling team and resources need the ability to manage their own schedules. The new Resource Calendar provides a user-friendly interface that will enable resources to view, create and manage their day to day activities.
The Resource Calendar will be accessed by logging into Salesforce and accessing the Skedulo Resource App that will be the only Resource Calendar available.
Resource Roster Console
For a resource to access the Skedulo Resource application, the resource profile will need to be assigned to the application.
Go to Setup -> App Manager -> Skedulo Resource -> Edit.
Salesforce App Manager
Select the user profiles to assign to the app - these will typically be the Enrite profiles that the Resource uses.
Assign user profiles
For a resource to access the calendar they need to have the correct permission sets assigned to them. The following permission is required:
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Skedulo Resource
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Healthcare Resource Permission Set
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Healthcare Resource Client Details (if the mobile app will be used to access the Client Details record)
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Lumary - Rostering
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Lumary - Advanced
Refer to 17. User Setup for Skedulo Access to Healthcare Package (AU) for the detailed user set up process.
Console Setup
Perform the following steps to simplify the completion of jobs by resources using the Resource Calendar.
The configuration is for where a Scheduler will be scheduling work for resources who will view and complete work using the Resource Calendar.
- Enable auto-accepting of work for a resource
- Disable Start Travel and Check In
- Configure work menu options
Enable Auto-Acceptance of Work For a Resource
Within the Skedulo Web App Administration settings, turn off the resource’s ability to accept or decline dispatched jobs.
- Workflow > Jobs > Resources need to accept or decline dispatched job allocations
Skedulo Web App Administration - Resources need to accept or decline job allocations
Disable Start Travel and Check In
Within the Skedulo Web App Administration settings, turn off the job workflow for Start Travel and Check In.
- Workflow > Jobs > Disable En Route Status
- Workflow > Jobs > Disable On Site status
Skedulo Web App Administration - Disable En Route and On Site statuses
Configure Work Menu Items
A custom setting is used to control what is able to be viewed, created, edited, and deleted on the calendar.
In Salesforce, go to Setup -> Custom Settings -> Sked Custom Form Field Setting -> Manage -> View Resource Calendar.
Sked Custom Form Field Setting
Use the Edit function to update the access to each feature.
The colors being used for the Activity Types, Availability Types, Job Status, and Shift Status can be controlled via a Custom Setting.
In Salesforce, go to Setup -> Custom Settings -> Skedulo Shift Type Setting -> Manage -> View All Records.
Skedulo Shift Type Settings
Refer to 16. Administration for more details.
You can also control the calendar start and end time of the day via a custom setting.
Go to Setup -> Custom Settings -> Skedulo RAC Setting -> Manage -> Edit
Skedulo RAC Setting
By default, the first day of the current week will be displayed. Use the pagination feature to toggle between weeks or select a specific date.
Start date selection
The logged-in user's corresponding resource record details includes the following information:
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Profile picture
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Resource name
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Category
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Employment type
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Current hours/contracted hours
Resource profile
In an Availability Template, the availability for a resource is shown as a container using a broken line.
In the following example, the resource is available between 8 AM to 6 PM Monday to Friday.
Resource availability in a template
Work (that is, single booking jobs, group event jobs, shifts), activities, and availability/Unavailability can be managed directly from the Resource Calendar.
When selecting a time block in the future, you have the option to add a work, activity, or availability item. Access is controlled via a custom setting.
Select Cancel to hide the options and return to the console.
Existing work (that is, jobs and shifts), activities, and availabilities can be viewed or edited directly from the Resource Roster Console.
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Hover over a work, activity, or availability record to display a summary.
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Right-click the work, activity, or availability record to display further options.
Click Add Availability to open the Create Availability modal.
Create Availability modal
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The Repeat? function enables a recurring pattern of availability that can be created on a weekly or fortnightly pattern. This can be repeated for a number of periods, and any global holidays can be skipped.
Create Availability -> All Day option
When the availability record is saved, the new availability is saved and shown on the screen.
Hover over the availability record to display a summary of the availability.
View Availability example
Right-click an existing availability record to display availability record options.
Availability options
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Edit Availability - Select to edit an availability record’s details.
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Delete Availability - Select to delete the availability record.
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Cancel - Select to cancel the display of the options.
When deleting an availability, a Delete Availability? modal is displayed to confirm that the activity record is to be deleted. Once deleted, the availability record cannot be retrieved.
Delete Availability Confirmation
The Add Activity option will open the Create Activity modal.
Create Activity modal
The Repeat? function enables a recurring pattern of activities to be created on a weekly or fortnightly pattern. This can be repeated for a number of periods, and any global holidays can be skipped.
Create Activity -> Repeat option
The All Day function makes the record a 24-hour activity for the date selected.
Create Activity -> All Day option
Hover over the activity record to display a summary of the activity.
View Activity example
Right-click an existing activity record to display activity record options.
Activity options
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Edit Activity - Edit an activity’s details.
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Delete Activity - Delete the activity.
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Cancel - Cancel the display of the options.
When deleting an activity, a Delete Activity? modal is displayed to confirm that the activity record is to be deleted. Once deleted the activity record is not able to be retrieved.
Delete Activity confirmation
The Add Single Client Job option opens the single booking Schedule Job modal with the date already pre-populated along with the Resources Tags.
Schedule Job modal
After the client is selected, the region populates (if the region is already populated on the client record), along with the client's tags. Any missing client tags that are not covered by the resource tag will be identified.
When the job has been created, the service agreement and availability checks will be done. This check ensures that all of the jobs fall within the selected service agreement start and end dates, and also ensures. that 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.
When you save, the resource will be allocated to the job and there will be the option to add an available asset.
Refer to 2. Single Client Bookings for single client job creation options.
Hover over the job record to display a summary of the job.
View Job example
Right-click an existing single client job record to display options for managing the job.
Job Options
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Edit Job - Select to edit job details. This will open the Job Creation screen with all the details pre-populated.
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Remove from Job - Will remove the resource from the job and the job will revert back to a Pending Allocation status so a scheduler can allocate another resource to this within the Skedulo web. Only a single job at a time can be deleted (there is no recurring option).
- Complete Job - Select to open a modal enabling the completion of the job. See the following section for further details.
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Cancel Job - A cancellation reason must be selected for the job to be cancelled. There is also the option to indicate if the job will be billable or not.
Completing a Job
When ‘Complete Job’ is selected then the ‘Complete Job’ modal is displayed.
- Note: See Console Set Up for configuring the ‘Complete Job’ feature.
Complete Job Modal
- Enter the actual start date/time and actual end/date time for the work
- Select ‘Complete Job’ to save the information and set the job status to ‘Complete’
- Select ‘Cancel’ to exit the ‘Complete Job’ modal without saving any information. The job status will remain as is.
Cancelling a Job
Cancel Job Modal
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Cancel - Select to cancel the display of the options.
Note
The job will need to be completed using the Skedulo Mobile Application.
The Add Group Event Job option will open a modal for the scheduler to select the Group Event to which they want to add the job.
Select Group Event modal
After a group event has been selected, the group event Schedule Job modal is displayed with the resource and the date already pre-populated. The same Service Agreement and Availability checks will be done as on the single client job.
Group Event - Schedule Job modal
Hover over the job record to display a summary of the group event job.
View Job Example
Right-click an existing group event job record to display job record options for managing the job.
Job Options
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Edit Job - Select to edit job details.
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Remove from Job - Removes the resource from the job and the job will revert back to a Pending Allocation status so that a scheduler can allocate another resource using the Skedulo web application. Only a single job can be deleted at a time (there is no recurring option).
- Complete Job - Select to open a modal enabling the completion of the job. See the following section for further details.
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Cancel Job - A cancellation reason must be selected to cancel the job. There is also the option to indicate if the job will be billable or not.
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Cancel - Select to cancel the display of the options.
Completing a Job
When ‘Complete Job’ is selected then the ‘Complete Job’ modal is displayed.
- Note: See Console Set Up for configuring the ‘Complete Job’ feature.
Complete Job Modal
- Enter the actual start date/time and actual end/date time for the work
- Select ‘Complete Job’ to save the information and set the job status to ‘Complete’
- Select ‘Cancel’ to exit the ‘Complete Job’ modal without saving any information. The job status will remain as is.
The Add Shift option will open the Create Shift modal.
Create Shift modal
The All Day? function will make the record a 24-hour shift for the data selected.
Create Shift -> All Day option
Right-click an existing shift record to display shift record options.
Shift options
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Edit Job - Select to edit shift details.
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Delete Shift - Select to delete the shift.
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Cancel - Select to cancel the display of the options.
When deleting a shift, a Delete Shift? modal is displayed to confirm that the shift record is to be deleted. Once deleted the shift record is not able to be retrieved.
Delete Shift confirmation
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