Skedulo's new schedule grid view helps schedulers to manage shift and roster-based work.
This includes real-time updates on jobs and job allocations, ensuring schedulers are viewing and managing jobs in their accurate state.
Rosters are usually developed in advance based on the business's known needs or forecast demand, and ratified based on resource availability and changes in demand.
A schedule of care for a customer that is formulated based on the customer's agreed service level or available funding, and then adjusted week-by-week depending on resource availability and changes to the customer's needs or availability.
A roster for a location that is formulated based on the customers at the location and their needs, and adjusted depending on changes in customer availability and needs, or resource availability.
A roster for a business unit that manages a set of individual and group activities at different locations, formulated based on forecast demand and adjusted based on actual attendance numbers.
A roster for a resource that executes work for different customers and across locations, and aligns with the resource’s pay period.
The grid view creates a new lens within Skedulo to view and manage this work, and provides a more holistic view of a schedule and reduces the time taken to manage it.
To access the grid view in your Skedulo web application, log in to your team environment, then go to
The work shown on the page is color-blocked, with the color being representative of its status, which makes it easier to identify the status of all jobs and activities in the grid view at a glance.
Jobs are color-coded per the status associated with the work.
Shifts are color-coded per their two states of unpublished or published.
The grid view page initially shows 25 records by default, with the ability to increase the number shown on each page. Ideally, however, rather than increasing the number of resources shown within the page, filters can be utilized to minimize the data into practical volumes that can be efficiently managed by schedulers.
Skedulo also recommends this approach to avoid performance impacts on the grid view page that might occur with a large number of records.
Pagination and record per page controls are available at the bottom of the grid view page.
You can view the grid as either one week or two weeks, which you might choose to select to align with a bi-weekly payroll cycle.
By default, the grid view shows one week beginning on the current date.
The grid view includes a calendar tool, which allows you to select the date from which you want to view the grid.
Figure 3. Date selection
Click the Today button in the upper-left corner to return the displayed schedule to the current day as the first day in the grid view.
There are a number of ways to filter the data displayed in the grid view, and these filters are applied as either hard or soft filters.
Hard filters will remove any records from the page that do not meet the applied filters. For example, a job must have a start time to be included in the grid view.
Work Type and Resource search are both hard filters and any work not matching the selection will not show on the page.
Soft filters will de-emphasize any records that do not meet the applied filters, with the records still remaining visible on the page but showing at grayscale, with a new work outside of filters icon.
Soft filters are most relevant when viewing by resource, as this provides the ability to holistically manage a schedule of work by including the resource's time (job, shift, activity) being consumed outside of the applied filtering.
Account, Location, and custom Job fields are soft filters, and any work not matching the selection will show as de-emphasized on the page.
You can add multiple filters to a view using the + Add Filter button from the grid filter menu bar to add additional filtering.
Filters are cumulative, so the grid page can be filtered to show a more specific subset of work by adding multiple filters.
This is intended to provide the ability to view the work more holistically, covering scenarios such as a scheduler who is only responsible for managing the work within a specific region, or location, but requiring visibility of resources work within another region or location.
Applying filtering to one location, enabling schedulers to only manage the work that falls within the applied filters, but retaining visibility on the work for the resources shown outside of the filters so as to have an understanding of their existing schedule of work, facilitating in conflict management.
In the resource view, resources related to the selected region are shown down the Y-axis. Their relationship with the region can be via either primary, secondary, or temporary region.
The data shown for resources within the grid page are all of the records that can consume a resource: jobs, shifts, activities, and unavailabilities.
Displaying all of these records within the single page is crucial to facilitating schedulers in comprehensively managing the full schedule of work.
The Resource view includes the following filter options:
Work type (such as Job or Shift)
Custom Job field
Resource availability is displayed as a high-level representation to give schedulers a general understanding of whether a resource is available or unavailable to be assigned work, however, it is not indicative of the detailed availability times.
Resources that are available that day based on an availability template, pattern, or ad hoc availability, are shown as white/available. This is irrespective of the actual time of the availability window that day.
Resources with no availability defined will show as unavailable/grey.
Resources with unavailability through an ad hoc unavailability record will have their unavailability shown as a card on the page with the specific time of unavailability shown.
An unallocated row sits at the top of the list of resources and shows the work that is either unallocated or where the requirements for the work have not been fulfilled.
For example, the number of resources required to complete the job has not been met.
You can drag and drop work from the unallocated row to a resource, and equally from a resource to the unallocated row.
When dragging work that has been defined as requiring a specific resource profile, or many resources to fulfill, it will be allocated to the resource the work is dragged to, but still remain within the unallocated row until the requirements have been fulfilled.
Grid view includes exceptions notifications on jobs that have conflicts or otherwise break business rules.
The following are some of the exceptions that are currently detected:
Conflict with other jobs or activities assigned to the resource.
Job time constraint violation.
Resource or Account exclusion list.
Work with scheduling exceptions appears in the grid view shaded in red with an exclamation icon.
Hover over the work card to view the exception reason.
You can open the job or activity card by clicking the view icon in the upper-right corner of the card. This will cause you to leave the grid view and open the job or activity details page where you can adjust the job requirements manually if you prefer.
To attempt to resolve scheduling conflicts within the grid view, drag the card to reschedule it or assign it to a different resource.
Copy functionality is intended to significantly reduce the time taken for schedulers to recreate or replicate a schedule of work.
It copies the records that fall within the applied filters, inclusive of anything that is off-page due to pagination, and exclusive of any work being shown on the page that falls outside of the selected filters.
It copies the work and the related records within the Skedulo core data model, leveraging the same model and approach currently implemented for recurring schedules, referencing the custom field mappings defined in the Skedulo web application custom settings.
The following records are copied:
Recurring schedule relationship
Job custom fields
Job time constraints
Activity custom fields
The copy service does not currently support copying custom related records.
Copying records creates a lookup relationship to the record the work was duplicated from. This relationship can be leveraged by services to develop custom copy behavior for unique customer or industry-specific requirements.
The copy service is a synchronous process, which batches data to navigate around the Salesforce data creation limitations.
The backend copy service is also intended to have greater benefits than just within the grid view:
It can be used in other areas of the app, such as creating a followup job on mobile, bringing consistency in behavior.
It can be used by CX in custom builds.
You can use the copy modal to select the time period you want to copy and the period you want to copy it to.
This duplicates the work, with unallocated work remaining unallocated, and work assigned to a resource remaining assigned, but reverted to Pending Dispatch status.
Apply the filters you want to the grid view to identify the work you want to copy.
Click the Copy Schedule button in the upper-right corner to open the Copy Schedule modal.
Select the days you want to copy in the From calendar on the left, then select the dates you want the work copied to in the To calendar.
The first day of the time period you are copying to must be in the future.
Selecting a date to copy to that has already started results in the following error:
Click Copy in the lower-right of the modal, then wait for the work to be copied to the selected dates.
Schedulers can efficiently manage work by selecting multiple records within the page to perform bulk deallocation or dispatch actions against only those specific records.
Using bulk actions, you can select multiple work cards to perform the same action across all.
When one card has been selected, the checkbox will show against all others.
Select the work for which you want to perform a bulk dispatch or deallocation action.
Click either Dispatch or Deallocate from the bar in the upper-left of the grid.
The grid view includes dispatch functionality to significantly reduce the amount of time it takes schedulers to dispatch an entire schedule of work.
You can apply the filter options to dispatch a specific set of records within the grid view. This will dispatch all records that fall within the applied filters inclusive of anything that is off-page due to pagination, and exclusive of any 'out of filters' work being shown on the page.
This works similarly to the copy service.
Dispatching the work will see jobs updated to dispatched and shifts updated to published.
The new bulk notification service sends resources a single notification of the all the work dispatched to them in the bulk dispatch action, as opposed to resources receiving a notification per record dispatched.
Utilizing the bulk notification service has the following caveats:
The resource will not be able to respond via text to confirm their acceptance of individual jobs. Accepting bulk dispatched jobs must be performed within the mobile app.
The beta feature setting of Enable automatic resource notifications when a shift changes must be turned off to avoid the resource receiving push notifications for all shifts dispatched.