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Creating and Booking a Pooled Appointment

You can book a pooled appointment for a team without specifying which team member will be assigned to that appointment, the system will then choose the best team member for that task based on availability, the skill(s) or service(s) the appointment requires and the postcode location of that job and currently booked appointments. 

The option to create an appointment for a job will only be available if there are activities on a job that have not already been assigned to an appointment.  Once all activities have been allocated to appointments the 'Schedule Appointment' button will not appear on the 'Resources' tab.

Depending on your rights you may or may not have the below options at the top of your screen.  Please see screenshot below for the layout of the Scheduler:

  1. Team - You may change the team you want to assign to an appointment however this will only change the team for this appointment and not for the job as a whole.  This should be used with caution as the job supplier will be used for reporting and dashboards.  If you wish to change the supplier on a job then you need to use the edit job functionality (see  Amending supplier, service, instruction). If changes are made, click refresh (19) to refresh the pooled view with the desired changes.
  2. Resource - You can fix the resource that the appointment should be created for by selecting the resource name in the dropdown list before selecting the appointment slot.  It should be noted only those resources with the skills to complete the appointment will be displayed. If changes are made, click refresh (19) to refresh the pooled view with the desired changes.
  3. In Zone - By default only those resources that have the postcode of the appointment in their primary area of coverage will be displayed.  If you wish to open to resources who may have the postcode in their secondary area then select the primary and secondary option. If changes are made, click refresh (19) to refresh the pooled view with the desired changes.
  4. Priority - If there are slots that are reserved for specific priority work (e.g. emergencies) then selecting this box will open up these slots for any priority job. If changes are made, click refresh (19) to refresh the pooled view with the desired changes.
  5. Service - The service is the skill that is required to complete the activity and should not be amended.  By default only those resources that have the service as their primary service will be displayed, select primary and secondary if you wish to look for resources who have the service as a secondary skill (lesser skilled). If changes are made, click refresh (19) to refresh the pooled view with the desired changes.
  6. Notification - The notification box will have a tick in it if letters/SMS/emails are set to automatically queue on the creation of an appointment.  If this is not ticked and you wish to queue appointment confirmation letters/SMS/emails then tick the box before selecting the slot that is required. If changes are made, click refresh (19) to refresh the pooled view with the desired changes.
  7. Notes - Any contact notes made when the job was created will display here.  Additional notes can be added or amended in this box and they will display on the appointment when the slot is selected.
  8. Duration - This is the estimated duration of the appointment based on the activities that have been assigned.  This can be manually overwritten to reduce/increase the appointment duration; however this should be used with care. If changes are made, click refresh (19) to refresh the pooled view with the desired changes.
  9. Refresh - click refresh if you make any changes listed in points 11 - 18 to make the view refresh with your selected changes.
  10. To swap to fixed view, click "Fixed View" for more details on this please see the Fixed View section.

Making a Pooled Appointment

  1. You will be taken straight to the pooled appointment screen if you have selected the "Submit & Create Appointment" button on the 'Create Job' screen. Alternatively you can access this screen by going to the 'Resources" tab on the job and selecting 'Schedule Appointment'.
  2. When making a pooled appointment the activities that are available to assign to an appointment will be displayed under the scheduler - If there is more than one activity available then by default all activities will be ticked. If not all of the activities are required for this appointment, you can deselect the non-required activities and select 'Apply' 
  3. The slots that are shown as available will be for the skills (service) and duration for the selected activities.  If an available slot is selected then all activities that are selected underneath will be assigned to the appointment and you will be returned to the 'Job Details' screen.
  4. If you have activities that were not assigned you will receive the below message you can then choose to make a further appointment to assign the remaining activities or select cancel to return to the job details page.

 

Key - to view the key, hover over the word "Key" this will display the key towards the bottom of the screen. For more details on what the colours mean, please see below.

Green - Denotes that there is already work being carried out in the postcode area and would be the best fit as this will reduce travel time.
Red - Denotes that the job will be over target if the appointment is made at this time. A reason pop-up (below) will be displayed if a red slot is selected and you must put in a reason as to why you are creating the appointment over target.


Dates - To move through the scheduler you can either select a date from the calendar icon or use the arrow buttons to move a day (single headed arrow), a week (double headed arrow), or a year (triple headed arrow) forwards or backwards through the schedule.

 

Auto Appointment

User Type Right - Auto Appointment [AAP]

The auto appointment button will be available on the pooled scheduler above the date selector. This will allow the system to chose the best slot to schedule the appointment without the user making the decision. 

Screen_Shot_2018-03-05_at_10.05.12.png

The Auto Appointment button can be used if the job matches the following criteria

- The job is within the target date.

-  A priority can have a delay day set, this will determine the number of days the scheduler will move on from the created date. Eg job created on the 1st of the month with a priority that has a delay day of 5 days, by default the scheduler will open on the 6th. The target date cannot be within the priority delay days window.

If the appointment cannot be booked using the auto appointment the target date will need to be increased or the user will need to select a particular slot on the pooled scheduler

 Screen_Shot_2018-03-05_at_10.21.01.png 

 

Depending on your rights you may or may not have the below options at the top of your screen.

  1. Supplier - You may change the supplier to display the work for another team; however this will only change the supplier for this appointment and not for the job as a whole.  This should be used with caution as the job supplier will be used for reporting and dashboards.  If you wish to change the supplier on a job then you need to use the edit job functionality (see  Amending supplier, service, instruction). If changes are made, click refresh (19) to refresh the pooled view with the desired changes.
  2. Resource - You can fix the resource that the appointment should be created for by selecting the resource name in the dropdown list before selecting the appointment slot.  It should be noted only those resources with the skills to complete the appointment will be displayed. If changes are made, click refresh (19) to refresh the pooled view with the desired changes.
  3. In Zone - By default only those resources that have the postcode of the appointment in their primary area of coverage will be displayed.  If you wish to open to resources who may have the postcode in their secondary area then select the primary and secondary option. If changes are made, click refresh (19) to refresh the pooled view with the desired changes.
  4. Priority - If there are slots that are reserved for specific priority work (e.g. emergencies) then selecting this box will open up these slots for any priority job. If changes are made, click refresh (19) to refresh the pooled view with the desired changes.
  5. Service - The service is the skill that is required to complete the activity and should not be amended.  By default only those resources that have the service as their primary service will be displayed, select primary and secondary if you wish to look for resources who have the service as a secondary skill (lesser skilled). If changes are made, click refresh (19) to refresh the pooled view with the desired changes.
  6. Notification - The notification box will have a tick in it if letters/SMS/emails are set to automatically queue on the creation of an appointment.  If this is not ticked and you wish to queue appointment confirmation letters/SMS/emails then tick the box before selecting the slot that is required. If changes are made, click refresh (19) to refresh the pooled view with the desired changes.
  7. Notes - Any contact notes made when the job was created will display here.  Additional notes can be added or amended in this box and they will display on the appointment when the slot is selected.
  8. Duration - This is the estimated duration of the appointment based on the activities that have been assigned.  This can be manually overwritten to reduce/increase the appointment duration; however this should be used with care. If changes are made, click refresh (19) to refresh the pooled view with the desired changes.
  9. Refresh - click refresh if you make any changes listed in points 11 - 18 to make the view refresh with your selected changes.
  10. To swap to fixed view, click "Fixed View" for more details on this please see the Fixed View section.
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