Revealing the New Dispatch Scheduler

Presenter: Orton Baker

Agenda Initial Setup Technician Setup Setting up Views Navigating the scheduler Working with tickets Forwarding the Board Inquiries/Reports Special Slots Email/SMS – Advanced Setup Scheduler Map/Routing

Initial Setup Enable Board Auto Refresh

Colors for Statuses/Priorities and Categories

Technician Setup

Filter Active/Inactive Technicians

Upload Photos Assign Background

Color Cell phone for SMS Email Address GPS Id to show

vehicle on map Message will display

on scheduler

Setting Up Views - Grouping

Technicians Categories Sort Technicians

by number of tickets

Setting up Views

Add new View – Choose Grouping/Filters/Options– If this is intended to be default view

then select Is Default View and this will be default view when opening scheduler

Setting up Views - Filters Filters can be made

on – Technicians– Categories,Priorities– Statuses,Occupations– Territories,Customers– Sales Categories

If left empty then will include all choices

Setting up Views - Options

Refresh Appointments

Zoom Define Business

Hours– Show Business

Hours or all hours Tick Lengths–Minor (Smaller)–Major (Larger)

Setting up Views – Options (cont)

Orientation– Horizontal/Vertical

Default View– Day/Week/Month or

Timeline Day View Days Forward Week View Days Forward Show Work Week and/or

Weekends Theme – Office Black is

the quickest

Navigating the Scheduler

Dates– Calendar, Day , Week, Month, Timeline– Next/Today/Previous

Unassigned Tickets View– Totals– Filter by current View– Drag to technician

Navigating the Scheduler

Copying/Moving Tickets around– Dragging with Mouse to Copy

or Move– Cut or Copy and Paste to

different View Grouping – Technician or

Category on the fly Change View Refresh Appointments Set Status/Priority

Navigating the Scheduler – Tech Box

Active W/O’s and Hours for this view will display Click on Send email to send an email to the

technician Click on SMS to send an SMS Right-Click on appointment to send a system

defined ‘WO Assigned’ message to the technician

Working with Tickets - Layout

Layout Hover View Colors Multiple Appointments, Mobile

Working with Tickets - Editing

Priority/Status Occupation/

Estimated Hours Technician Dispatch

Comments W/O Inquiry Multiple

Appointments

Working with Tickets – Multiple Appointments

Change Multiple appointments by selecting rows and apply status, technician and/or occupation changes

Remove/Edit appointment functions on the right

Working with Tickets - Creating

Unassigned – Default technician as empty Assigned – Default technician and start time as clicked

Forwarding the board

Setup auto roll forward by enabling service – top section (always from previous day to today)

Manually roll forward the board – bottom section

Inquiries

Finding a Ticket– Hit F2 - use Filter button to search within the column– Drag columns above to summarize information– Double –Click to select

• If unassigned will pop open Unassigned View• If on the current view will pop the Ticket View• Otherwise will pop open Appointments View

Reports

Reports Available– Appointments Activity Log– Appointment Status History– Work Orders

Can send to Excel, Word, PDF with optional formatting Ability to filter and summarize column same as F2

search

Special Slots

Working Time Slots(Blue)–Will allow

appointments to be created (eg Notes)

Non- Working(Green)– Use for vacation,

sick days etc.

Email/SMS – Advanced Setup

Assigned Work Order message can be modified Click on Mailings Insert Merged Field to choose from list of

available fields

Scheduler Map - GPS

Click on bottom area to open, drag to enlarge Shows– Tickets on Current View (including unassigned)– Technicians with valid GPS Ids assigned

Can view Road, Arial or Bird’s Eye View Hover over pins or vehicles will show details

Scheduler Map - Routing

Click on pin on technician and map will center by their vehicle

Click on work order and if address is valid then map will center by the work order

Scheduler Map - Routing

Right Click on assigned appointment to send directions to technician

Right Click on unassigned appointment to find the closest technician