Scheduling

End-User Guide

©2018 Practice Engine Systems, Inc.

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CONTENTS

Change History ...................................................................................................................................... 4

Scheduling Dashboard .......................................................................................................................... 5

User Name Dashboard Widget ............................................................................................................. 6

Profile Dashboard Widget ..................................................................................................................... 7

Preferred Locations tab ..................................................................................................................... 7

Skills tab ............................................................................................................................................. 8

Preferences tab ................................................................................................................................. 8

Niches tab .......................................................................................................................................... 9

Job Management ................................................................................................................................ 10

My Jobs Dashboard Widget ............................................................................................................ 10

Job Management screen ................................................................................................................. 11

Job Navigation Pane .................................................................................................................... 11

Job Listing .................................................................................................................................... 13

Job Details .................................................................................................................................... 14

Overview Tab ............................................................................................................................... 14

Schedule Tab ................................................................................................................................ 16

Requirements Tab ....................................................................................................................... 22

Notes Tab ..................................................................................................................................... 23

Locations Tab ............................................................................................................................... 24

Staff Management .............................................................................................................................. 25

Staff Schedule Dashboard Widget .................................................................................................. 25

Staff Management screen ............................................................................................................... 26

Staff Navigation Pane .................................................................................................................. 26

Overview Tab ............................................................................................................................... 29

Schedule Tab ................................................................................................................................ 30

Notes Tab ..................................................................................................................................... 34

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Conflicts Dashboard Widget ............................................................................................................... 35

Urgent Requirements Dashboard Widget .......................................................................................... 36

Reports Dashboard Widget ................................................................................................................. 38

Report Strucutre .............................................................................................................................. 38

Default reports ................................................................................................................................ 39

Standard ...................................................................................................................................... 39

Admin Reports ............................................................................................................................. 39

Calendar Sync ...................................................................................................................................... 40

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CHANGE HISTORY ORIGINAL DOCUMENT AUTHOR: DEE LOWREY

DATE: MARCH 2018

AUTHOR DATE CHANGE

DEE LOWREY APRIL 2018 CREATED DEE LOWREY 4/20/2018 UPDATED SCREEN SHOTS DEE LOWREY OCTOBER 2018 FINAL VERSION

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PE SCHEDULING APPLICATION This document is aimed at Practice Engine Scheduling Administrators, Support and Admin staff; Partners and Managers. It provides information regarding the user settings of the scheduling application.

SCHEDULING DASHBOARD

Scheduling is a separate application that integrates with Practice Engine. It has a different web site address; however, end users will continue to use their network username and password.

Once logged in, the users dashboard displays.

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USER NAME DASHBOARD WIDGET

The upper left widget displays the users name. The circle icon that contains the user’s initials is a hyperlink that allows the user to set their icon color. The Power icon is used to log out of the scheduling application.

Click the circle icon to choose the icon color preference. Click the Set Your Color button to open the color selection box.

Choose the color and click OK, then click the Close button on the edit box to return to the dashboard.

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PROFILE DASHBOARD WIDGET

The Profile widget is used to manage each user’s scheduling settings.

Users may add their choices for the following options:

• Preferred Locations • Skills • Preferences • Niches

Each option is a tab. Click the tab to see the current selections. Click the Edit hyperlink to change the settings.

PREFERRED LOCATIONS TAB

Click Preferred Locations and then click the edit preferred locations hyperlink for the options box to display.

Begin typing in the State box and choose the desired state from the list. Begin typing in the City box and choose the desired city from the list. If the city is not available, choose the closest major city.

Once the State and City have been selected, click the Add button. All selections display at the top of the box. Continue adding preferred locations or click the Close button to return to the dashboard.

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SKILLS TAB

Click the Skills tab and then click the edit skills hyperlink for the options box to display. Skills are custom to each organization and configured by the PE Scheduling Administrator. They may be different from those displayed here.

Click the skills that apply and click the Save button.

PREFERENCES TAB

Click the Preferences tab and then click the edit preferences hyperlink for the options box to display. Preferences are custom to each organization and configured by the PE Scheduling Administrator. They may be different from those displayed here.

Click the preferences that apply and click the Save button.

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NICHES TAB

Click the Niches tab and then click the edit preferences hyperlink for the options box to display. Niches are pulled from Practice Engine Jobs. The Niches screen has two sections.

The right side lists the niches/industries where the user has previous experience. The experience is calculated from hours logged in existing timesheets.

For each Niche/Industry displayed, users may modify their preferences. Click the Edit button in the Actions column and the left side of the screen displays the edit menu.

• Experience (hours) – may be manually increased/decreased

• Interest – indicate the interest level by selecting stars

• Expert - choose Y/N (yes/no) to indicate expertise

Click the Done button to save changes.

If users do not want their experience in a Niche/Industry to display, click the Remove button in the Action column. The selected row is deleted.

When users want to add an additional Niche/Industry to their list, use the left side of the screen. Choose the Niche, Experience, Interest level and Expert options then click the Assign button. A new row is added to their list.

Once all selections have been updated, click the Save button.

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JOB MANAGEMENT

Scheduling of staff usually begins at the Job. Client Jobs sync automatically from Practice Engine based on the timeframe set by the firm. The information sync’d includes the Client, Client ID, Job name, Job ID, Job Partner, Job Manager & Job In-Charge fields. For stand-alone systems, Jobs are added by Administrators from the Admin widget.

Administrators and schedulers use the My Jobs widget to assign staff or create requirements, so staff can be assigned later. Throughout the system, where Jobs are listed, the Job Name is typically a hyperlink to the Job Details area. The Staff Name is typically a hyperlink to the Staff Details area.

MY JOBS DASHBOARD WIDGET

The My Jobs dashboard widget provides Job Managers and Staff a summary of jobs that they are responsible for.

The widget is comprised of 4 interactive parts:

1. Calendar - The calendar on the left is used to select a date to display scheduled jobs.

2. Job Summary - Once a date is selected, job information displays to the right. This includes the Client Name, Job Name (hyperlink to Job Details) and color-coded Staff names (hyperlink to Staff Details) with the number of hours they are scheduled. These are jobs that the user is scheduled on as well as any scheduled jobs that the user manages.

3. My Jobs - Clicking the title navigates to the Job Management screen.

4. Number - The number icon under the My Jobs title displays the total Jobs that the user is managing. Clicking onto the number displays a read-only list of the corresponding jobs.

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JOB MANAGEMENT SCREEN

There are several ways to get to the Job detail screen. Click the My Jobs title on the dashboard widget or click a job name hyperlink from any other screen. The Jobs Management page is used to view the users managed jobs and also provides a way to search for all jobs. The screen consists of a left side navigation and the right side loads the details when a job is selected by clicking the row.

JOB NAVIGATION PANE

The Job navigation pane displays on the left side of the page. It contains a header that is always visible. The navigation pane is collapsible by clicking the arrows in the upper right corner. Return to the dashboard by clicking the Go Home hyperlink (not the icon). There are two tabs for finding jobs, Managed and Search.

MANAGED JOBS

The Managed tab is selected by default. These are all Jobs where the user is listed as the Partner, Manager or In-Charge. The user scrolls through the listing to find the job to view (the Job listing is described below). Clicking on the client/job displays the job details on the right side of the screen.

SEARCH JOBS

Click the Search tab in the header to display the search options. The three ways to search for Jobs are simple, advanced or custom.

SIMPLE SEARCH

Enter the Client Name, Client Code or Job Name in the search box then click the Search button. The results are displayed in the listing. Clicking on the client/job displays the job details on the right side of the screen.

ADVANCED SEARCH

From the search menu, click the Advanced link. The search options section expands to show the job search fields. The user may enter values in one or more fields and then click the Search button. The results are displayed in the listing. Clicking on the client/job displays the job details on the right side of the screen. To return to the default search while on this screen, click the Simple hyperlink at the bottom of the search options. If the user navigates to another screen and returns to the Job search, the display automatically returns to the default simple search.

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CUSTOM SEARCH

The Custom search allows the user to create and save their own searches. From the search menu, click the Custom hyperlink. The Custom Searches screen displays. Enter a name for the search and click Create.

A pop-up screen opens that allows the search criteria to be specified. The Field values pull from Practice Engines default job fields. Condition options determine how to search for the Value that is input.

Custom searches may be complex by adding multiple “And/Or” criteria. When the search criteria is complete, the user will click the OK button.

The search is saved, and the name displays under the Custom Searches title.

The user can run, edit or delete the custom search. Users can create unlimited custom searches. As with other search options, the results are displayed in the listing. Clicking on the client/job displays the job details on the right side of the screen. To return to the default search while on this screen, click the Simple hyperlink at the bottom of the search options. If the user navigates to another screen and returns to the Job search, the display automatically returns to the default simple search.

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JOB LISTING

Jobs are listed below the header tabs alphabetically by Client Name. Each job displays the following information when available. Hover-over the icons for descriptions.

1. Client Name

2. Job Name

3. Icons for staff members assigned to the Job

4. Number of hours scheduled

5. Next scheduled date of work

6. Requirements – displays when requirements exist

7. Conflicts – displays when conflicts exist

8. Start Date, End Date and Due Date

Click on a client/job to select. The Job details will load on the right.

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JOB DETAILS

The details screen contains all the data for the Job. It has a header that displays the Client ID, Client Name and Job Name. Scheduling information for the job is displayed in five tabs:

OVERVIEW TAB

The Overview tab provides a summary of the job and has multiple sections.

SCHEDULED ON JOB

This section lists the staff scheduled as well as the number of hours they are scheduled on this job.

REMAINING SCHEDULE

This section lists the outstanding time, by member and grouped by week, scheduled for this job. The first number column is the hours per member, grouped by week. The remaining columns are the outstanding days/hours scheduled with M=Monday, T=Tuesday, W=Wednesday, H=Thursday, and F=Friday.

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MANAGEMENT

This section displays the Partner, Manager & In-Charge assigned to the Job. This information pulls from Practice Engine and is read-only.

CONFLICTS

This section displays any scheduling Conflicts. Conflicts separated by tabs for Staff and Schedule, click either tab to reveal the list of conflicts. Click any Staff Name to go to the Staff current schedule, conflicts are displayed in red.

TAGS

Tags are custom items that can be used to classify the Jobs in various ways. Tags are free-form and once saved are globally available for future use. Tags can be reported on via custom reports.

Click Tags to open the Modify Tags pane. Enter the tag name in the box. This is an auto-complete so any existing tags display as they match the text entered. Click the Tab key to add the tab.

Once added click the close link to return to Overview tab. Tags display under the Tags section.

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SCHEDULE TAB

The Schedule tab is a weekly overview of the Staff assigned to the Job. From this tab, staff may view the staff assigned to the job, add additional staff and manage the schedule.

The Schedule tab contains a calendar grid by weeks defaulting with the current week. There are pagination buttons at the top of the grid to view past and future weeks. The left side displays the staff assigned to the job. By default, the Partner, Manager and In Charge staff pull from Practice Engine. Add any additional staff to the job by clicking the Add People button (see Add Staff to a Job in the next section).

For each Staff there are two rows per week. The light blue bar indicates their availability (hours per day) for the week. The gray bar indicates time scheduled on the current Job. Where there are Conflicts, the availability bar is red with an exclamation indicator icon.

Clicking on the availability bar opens the availability details of that staff member for that week. Base is the number of hours per day the member is available. Remaining is how many hours per day they are not scheduled. The clients scheduled for the week display along with the number of hours per day. A red cell indicates a conflict. Click Close to return to the job schedule.

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ADD STAFF TO A JOB

Click the Add People button. The options are to Search or Add from PY Schedule.

SEARCH

Choosing Search opens a new screen with criteria to help find qualified Staff to add to this job.

Either enter a Name to search for a particular staff member or use one or more of the filters to narrow your results set. Clicking the Search button will return a list of Staff that meet the selected criteria.

Select one or more Staff by clicking on the row. Click the Add button to add the Staff to the Job.

ADD FROM PY SCHEDULE

Choosing this option will open a listing of the staff and dates from the prior year job. If this job was not rolled over, it will say there is no prior year.

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Select each member/date by clicking the Select button for that row. It is possible to select as many rows as needed. To select all, click the All/Clear button. The Select button toggles to Deselect. Staff and Dates can be removed as needed. Click the arrow icons or click in the number field to move the selected dates forward/backward by weeks. Users can also click in the date field to adjust using the default controls. Adjust the duration and start fields as needed. Click the Close button to cancel.

If a staff member needs to be replaced with another member, click the Replace Staff button. The Replace Staff pop-up opens. Each current staff member displays with the option to choose the replacement staff. Begin typing the staff name and it will auto-populate matching staff list. Choose the replacement and click the replace button. The PY screen will update with the new member.

When all options are selected on the PY search screen, click the Save button. The Job Schedule screen refreshes with the selected information.

ADD SCHEDULE ITEM

Once all staff have been added to the Job, time can be allocated per member. To schedule time for a Staff member or to view/edit an existing schedule on a Job, click on the gray bar under the applicable week.

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The Edit Schedule window opens.

The Staff Member and Week are automatically pulled in from the row selected, however they may be changed by typing in the field or using the search icon on the member. Set or modify the schedule by setting the number of hours and the start time. Hours/time may be automatically allocated or manually selected per day.

1. Allocate Hours – Enter the number of hours for this member/week (the default is 40) and choose from the drop-down how to automatically apply those hours. The options include:

• Staff availability-where Available – fills in available hours • Mon-Fri – 8 hours per day, 10 hours per day, or evenly per day • Entire Week – evenly across all days in the week (including weekends)

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2. Set Hours (manually per day)- Click the drop-down in the Hours column and use the quick buttons or the sliders to set the number of hours. Users can also type in the numbers of hours manually.

3. Set Start time - Select the Start Time as desired.

4. Class & Location – choose the class and locations from the drop-down list. The options are may vary across jobs. Each can be set across all days by selecting the drop-downs above the header row.

Once the desired options are selected, click Save to commit the schedule.

MORE OPTIONS

The Options button allows the user to perform the following actions:

UNDO

This option previews and reverts changes to a point in the last 30 days.

PUSH DATES

This option changes a Staff’s scheduled hours to new dates. Check the weeks and staff member to change and then choose a date. To save the changes, click the Push Selected Schedules button.

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SWAP STAFF

This replaces one Staff member with another one. Expand the rows to see the weeks that will be affected by the change. Choose a new staff member from the staff lookup field. Save changes by clicking the Swap Members Selected button.

CLEAR SCHEDULE

This removes all scheduled time. Click confirm to remove or reject to cancel.

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COPY SCHEDULE

A pop-up opens to set all users to the same schedule as a selected user. Choose the staff member and click the Set all to match button.

REQUIREMENTS TAB

The system has the ability to add requirements for each job. A requirement is simply a description of any criteria needed with a date and timeframe. Requirements become scheduled items that do not have a resource (staff) defined. Adding a requirement allows the Job Manager to add specific needs such as grade, department, office, etc. for specific dates and hours.

Click the Add Requirement button to start the process:

A dialog box will open where the Requirement can be defined. Enter a description, then select the date(s), time(s) and hours. Click the Add button to set the Requirement. Clicking on a date on the calendar will add it to the list. Click the date again to remove it.

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Requirements will be listed by Client on the Urgent Requirements widget on the main Dashboard.

NOTES TAB

The Notes tab on a Job holds additional information relevant to the Job or the Client. Type the Note in the text box and click Add Note to save.

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Any Notes added to the Client tab will appear on ALL Jobs for that Client. The Both tab shows both Job and Client Notes together.

LOCATIONS TAB

The Locations tab allows Job Locations (including Addresses) to be specified and are used with Outlook Calendar Appointments if the Outlook Integration is being used. Start by entering the State. Additional fields display for County and City. Click the Add button to save.

Multiple addresses may be saved, and it is possible to select which address is the default.

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STAFF MANAGEMENT

Staff refers to all employees that can be scheduled. Staff sync from Practice Engine automatically based on the timeframe set by the firm. For stand-alone systems, Staff are added in the Admin area (see the Scheduling-Administrators Guide for more details). Throughout the system, where Staff are listed, the Staff Name is typically a hyperlink to the Staff Details area.

STAFF SCHEDULE DASHBOARD WIDGET

The Staff Schedule widget provides a quick view of the staff member’s schedule and the schedule of any staff they manage. It is located on the right side of the second row of the dashboard widgets. The left side of the widget list the upcoming Clients/Jobs in which the logged-in staff member is scheduled. A summary of total scheduled hours for each week is shown, grouped by week. The right side of the widget contains all staff Managed by the logged-in staff member. It provides a summary of the total number of hours each staff member is scheduled by week. The number icon displayed next to the Managed Staff title provides the total number of Staff that the user is managing. Clicking the number displays a read-only list of managed staff. Icon indicators for each member announce if the staff has a low schedule, full schedule or any conflicts: = Full Schedule, = Low Schedule, ! = Conflicts

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STAFF MANAGEMENT SCREEN

The My Schedule and Managed Staff titles are hyperlinks to the Staff Management page. The management page is used to see the details of staff the user manages and also provides a search for all staff. The Staff Management page has a navigation menu on the left. The right side displays Staff details when a member is selected by clicking on their row.

STAFF NAVIGATION PANE

The Staff navigation pane displays on the left side of the page. It contains a header that is always visible. The navigation pane is collapsible by clicking the arrows in the upper right corner. Return to the dashboard by clicking the Go Home hyperlink (not the icon). There are two tabs for finding staff, Managed and Search.

MANAGED STAFF

The Managed tab is selected by default. These are all the Staff where the user is listed as the Partner, Manager, Admin or Supervisor (all users are self-managed by default). The user scrolls through the listing to find the staff to view (the Staff listing is described below). Clicking on the staff row displays the staff details on the right side of the screen.

SEARCH STAFF

Click the Search tab in the header to display the search options. The three ways to search for Staff are simple, advanced or custom.

SIMPLE SEARCH

Enter the Staff Name in the search box then click the Search button. The results are displayed in the listing. Clicking on the staff row displays the job details on the right side of the screen.

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ADVANCED SEARCH

From the search menu, click the Advanced link. The search options section expands to show the staff search fields. The user may enter values in one or more fields and then click the Search button. The results return a list of Staff based on any of the criteria selected in the various fields. Results are displayed in the listing area. Clicking on the row displays the Staff details on the right side of the screen.

To return to the default search while on this screen, click the Simple hyperlink at the bottom of the search options. If the user navigates to another screen and returns to the Staff search, the display automatically returns to the default simple search.

CUSTOM SEARCH

The Custom search allows the user to create and save their own searches. From the search menu, click the Custom hyperlink. The Custom Searches screen displays. Enter a name for the search and click Create.

A pop-up screen opens that allows the search criteria to be specified. The Field values pull from Practice Engines default job fields. Condition options determine how to search for the Value that is input.

Custom searches may be complex by adding multiple “And/Or” criteria. When the search criteria are complete, the user will click the OK button. The search is saved.

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The search name displays under the Custom Searches title. The user can run, edit or delete the custom search. Users can create unlimited custom searches. As with other search options, the results are displayed in the listing. Clicking on the staff displays the staff details on the right side of the screen.

To return to the default search while on this screen, click the Simple hyperlink at the bottom of the search options. If the user navigates to another screen and returns to the Staff search, the display automatically returns to the default simple search.

STAFF LISTING

Staff are listed below the header tabs alphabetically by name. Each staff row displays the following information when available.

1. Staff Icon-represents this member

2. Staff Name

3. Department | Level

4. Number of hours scheduled

5. Next scheduled date of work

6. Conflicts – displays when conflicts exist

7. Unscheduled – this member is available for scheduling

Click on a staff row to select. The Job details will load on the right. The details screen contains all the data for the staff member. It has a header that displays the staff name, department, grade/level and office. Scheduling information is displayed in three tabs:

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OVERVIEW TAB

The Overview tab provides a summary of the Staff member’s schedule and has multiple sections.

TEAM

This section displays the Partner, Manager, Admin & Supervisor for the Staff member. This data comes from Practice Engine in a connected system. For stand-along systems, the data is entered manually in the Staff Administration page of the Admin widget.

UPCOMING JOBS

This section indicates the Clients/Jobs the Staff member is scheduled on as well as the number of hours by week. The first number column is the total hours for the week in parenthesis. It also displays the remaining availability of the staff based on the Practice Engine Work Profile. The remaining columns are the scheduled days/hours scheduled with M=Monday, T=Tuesday, W=Wednesday, H=Thursday, and F=Friday. Clicking on the Client/Job row goes to the Job details.

CONFLICTS

This section displays any scheduling Conflicts. Conflicts are listed in the Schedule tab. Click the tab to reveal the list of conflicts. Clicking on the Client/Job row goes to the Job details. To resolve conflicts, users will go to the Schedule tab at the top of this page (described in the next section).

TAGS

Tags are custom items that can be used to classify the Staff in various ways. Tags are free-form and once saved are globally available for future use. Tags can be reported on via custom reports.

Click Tags to open the Modify Tags pane. Enter the tag name in the box. This is an auto-complete so any existing tags display as they match the text entered. Click the Tab key to add the tab.

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Once added click the close link to return to Overview tab. Tags display under the Tags section.

SCHEDULE TAB

The Schedule tab is a weekly overview of the Jobs assigned to the Staff member. This screen displays each week in a box, 3 weeks per row. Scroll to view weekly boxes for a rolling year (starting with the current week).

Each weekly box has a title bar and daily job listing. The Title bar of each week has 3 main sections.

1. Week of 2. Availability Bar 3. Management icons

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WEEK OF

The month, first day of the week and year are displayed. Clicking and dragging any part of the date to another weekly box will Move all items in that week to the target date you choose. This is why a years’ worth of weekly boxes are displayed.

AVAILABILITY BAR

The staffs schedule is summarized in a light blue bar availability bar. This displays the total hours scheduled with a breakdown of hours per day and total remaining hours available.

Click the light blue availability bar to see the details of the week. Click the Close button to exit the pop-up.

MANAGEMENT ICONS

There are three icons in the Title bar that are used to manage the schedule for that week. From left to right the icons are Copy, Edit and Delete. The Edit icon also includes Adding New.

COPY WEEKLY SCHEDULE

Clicking and dragging the boxes icon on the title bar will duplicate all scheduled items of that week to a target week that is chosen.

EDIT WEEKLY SCHEDULE

Clicking the pencil icon on the title bar will allow the user to Edit the schedule. The Edit Schedule panel opens to the right side. This screen displays a summary of the Client, Job and the time allocated per day for each client.

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Click the edit icon at the beginning of a row to open the Edit Job Schedule screen. The Client and Job are automatically pulled in from the row selected. The client may be changed by typing in the field or using the search icon. Jobs pull from the client, click the drop-down to see available job. Set or modify the schedule by setting the number of hours and the start time. Hours/time may be automatically allocated or manually selected per day.

1. Allocate Hours – This will automatically allocate hours. Enter the number of hours for the week (the default is 40) and choose from the drop-down how to automatically apply those hours. The options include:

a. Staff availability-where Available – fills in available hours b. Mon-Fri – 8 hours per day, 10 hours per day, or evenly per day c. Entire Week – evenly across all days in the week (including weekends)

2. Set Hours (manually per day)- Type the hours or click the drop-down in the Hours column and use the quick buttons to set the number of hours. Clicking the Set Duration defaults to 8 hours. Once hours are set, the box displays the sliders to adjust by hours or minutes or remove hours by clicking the Clear Duration button. Click in the hours box to close the pop-up.

3. Start Time – Select the Start Time as needed.

4. Class & Location – choose the class and locations from the drop-down list. The options are may vary across jobs. Each can be set across all days by selecting the drop-downs above the header row.

5. Once the desired options are selected, click Update to save the changes and return to the Edit schedule panel.

DELETE WEEKLY SCHEDULE

Clicking the “x” icon deletes the time scheduled for that client/job for the week.

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SCHEDULE NEW JOB

New entries are added by clicking the Schedule New Job button. The same dialog opens as above when editing and existing job. The user must choose a client and then the jobs will populate. Follow steps 1-5 above in Edit a Weekly Schedule to complete.

To return to the Staff Detail screen, click the Close Weekly Editor button.

SCHEDULED JOBS

Each weekly box contains a listing of gray boxes for each scheduled job the staff is assigned to for the week. There is a gray box for every day scheduled with the date listed on the top row. It also includes the Client – Job Name and the duration of the work. Clicking the X icon deletes the staff member from that job.

Each weekly box has a preset height, so a scroll bar appears when multiple jobs exceed the height. The title bar always remains at the top of the box. When there are Conflicts, the Job lettering is red, and an exclamation icon appears in the title bar before the week.

OPTIONS BUTTON

An Options button is located in the upper right corner of the Scheduling details screen. There is currently one option for Undo. When chosen, the Go Back panel opens.

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Choose a date and time and click the Review the Schedule button. The schedule will refresh and a new option line is added.

This line will list the number of days back, the date and give options on how to proceed:

• Clear – removes all entries

• Go Back to Now – cancels the Undo

• Apply – sets the current schedule to match what is displayed on the screen.

NOTES TAB

The Notes tab for a Staff member holds additional information as needed.

Click the Add Note button to open the Add Staff Note pop-up.

Type the Note in the text box. Notes can be made public or restricted to a set of users through the Access Level drop down. To restrict access to the note, click the arrow and choose Private (only specified users) option. The screen will refresh to show the Add Permission button. When selected, the screen refreshes again to allow users to enter a name. When typing the field auto-populates matching staff names. Choose the member’s permission to be Read Only or Read/Write. Add as many Staff members as needed. To delete a selection, click the red trash can icon.

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When the note and permissions are set, click the Save button. The note displays on the Notes tab of the Staff Details screen.

CONFLICTS DASHBOARD WIDGET

The Conflicts widget display scheduling conflicts for the user and any jobs or staff they manage. Conflicts may exist for various reasons:

• Staff member is scheduled on multiple jobs at the same time

• Administrators restrict staff from being scheduled with another staff member

• Administrators restrict staff from being scheduled on a specific client

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On the widget, the total number of conflicts displays under the Conflicts title. The conflicts are broken down into two tabs: Jobs I Manage and Staff I Manage.

Click on a tab and then click the Schedule tab. The list of conflicts displays.

Click on a Staff member’s name to go to the Staff Details and resolve the conflict.

Click on a Job name to go to the Job Details and resolve the conflict.

URGENT REQUIREMENTS DASHBOARD WIDGET

The Urgent Requirements widget displays all unassigned special requirements to consider before assigning staff to a job. Job Managers add the requirements on the Job details screen.

On the widget, the total number of unassigned requirements display under the Urgent Requirements title. Each line displays the start date of the request, the client, job and requirement details.

Users may filter requirements by Department or by time Range. Clicking on the Job name goes to the Job/Overview tab. Clicking on the Requirement details goes to the Job/Requirements tab.

From the Job/ Requirements tab, click the requirement name to open the details.

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For each job, choose a staff member and click Assign. This will add the job to the staff members schedule and also remove the entry from the Urgent Requests list.

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REPORTS DASHBOARD WIDGET

The Reports widget is located at the bottom of the Scheduling Home page. Reports are available to those users with the requisite permissions. The Reports Widget displays the available reports in two columns. The left column are reports available to Users. The right column contains Administrative reports available only to Administrators.

To run a report, simply click on the report name. A new browser window will open. Depending on the system configuration, authentication may be required. Use the same credentials as the main application. The selected report will load in the new window.

REPORT STRUCUTRE

All settings or filters applicable to the report will appear at the top of the screen. These fields can be Date Pickers, Drop-Downs or Text Boxes. After making the desired selections/changes, click the View Report button at the right to refresh the report. The small triangle button at the bottom will hide/show the filter section of the report:

The header strip at the top of the output area of the report allows the user to navigate between pages, search for keywords, export and refresh.

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Depending on the report, certain areas allow click-through navigation.

• Staff Names are typically hyperlinks to the Staff Details area.

• Job Names are typically hyperlinks to the Job Details area.

DEFAULT REPORTS

STANDARD

Availability – Number of hours and days each staff member is available per week.

Staff Schedule – Number of hours, days, and jobs each staff member is scheduled per week.

Staff Schedule Conflicts

Staff to Staff Conflicts

Staff to Client Conflicts

Outstanding Requirements – Lists number of outstanding hours needed per job class.

Staff Schedule by Client –Number of hours per week for each staff, per client job.

ADMIN REPORTS

User Activity Audit – Log of activity for each staff member by date range

Staff Conflicts of Interest – List of staff conflicts

Client Conflicts of Interest – List of client conflicts

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CALENDAR SYNC

The Scheduling Application has the option to sync the schedule to the user’s Outlook calendar. Administrators turn on the sync from the Admin widget. There is a Calendar ID field on each Staff members record. If populated with the staff’s email address the staff is opted in to the calendar sync. The sync timing can be customized from every minute to once a day, depending on firm needs. The default sync is every five minutes.

Two types of Outlook appointments are created: • When a staff member is scheduled on a job, they will receive an Outlook calendar

appointment which reflects the create, update, and delete of that schedule.

• If the schedule on a job is modified, the Partner, Manager, and in charge will receive an all-day calendar summary appointment which outlines the remaining schedule for the job.