Creating and Managing Resource

Resource Accounts are required to assign appointments on the Scheduler. If the Resource requires a login to Oneserve you will need to create a User Account - please see the Creating a new user for more information. 

When you create a Job it will look at the postcode coverage and available services, but when you create Appointments for a Job it will use Resource settings. This is why you need to populate the postcode coverage for the resource and assign the services again.

User Type Rights: Teams [SSM] and View Supplier and Resource Service History [VSRHT]

Creating a new resource

  1. Select the Cog icon to open the Admin menu.
  2. Select Teams under the Team section. 
  3. Click on the Team you would like to create a resource for.
  4. Select the Resource tab on the team. 
  5. Use the + icon at the top of the screen to create a resource.

  6. This will open a form to enter the resource details. Complete the details as follows:

Name - Add the employee’s full name. 

Employee ref - This needs to be entered if you are interfacing with a payroll/financial system or if this is being used as a validation code for payments.

Address - Add the employee’s home address, including post code. The home postcode of the Resource should be entered in order for the resource scheduler to determine the drive time from the starting location to the first appointment.  If this is not completed, the default drive time will be used for the first appointment of the day.

Ref - As per employee ref.

Type - Select Direct Labour or Sub Contractor.

Active - Mark the tick box as active. If at any point you need to de-activate the Resource you can un-tick this box and save the changes.

Calendar - Select a calendar which contains the times and days that match the working time of the Resource. (Read more here: Supplier Calendars)

Mobile & Telephone - Contact numbers for the Resource.

Start Date - Complete either the Start Date or Agency Start Date. If the Resource is agency staff use the Agency Start Date, if they are a permanent member of staff, use the Start Date.  

End Date - The last day the Resource will be contracted for.

Costing Method - Select the relevant method from the drop down. For more information see the Costing Methods section.

Colour - The colour field on the Resource detail page will be used by the Calendar View page. This page will show all appointments and working/non working time assigned to the resource. All resources will have a different default colour on the calendar view page but this option will pre set a paticular colour against individual resources. 

Post Code Coverage - Select the tick boxes for 'Cover all Post Codes' which will allow the Resource to be available for all jobs in any area. You can reduce the Resource's working area by entering the first part of the post codes for each area. For more information see the Post Code Coverage section.

6. Click update to save the resource details.

7. Next you must add services to the Resource, please see Managing Resources Services & Rates section.


Single Appointment on the Mobile

If you would like to limit your mobile users to see one appointment at a time you can use the field against the resource called 'View Single Appointment on Mobile'. This will allow the mobile device to download all the appointments on login to allow for offline use but it will only show the first appointment. Once the user completes one appointment the next appointment will appear in the 'Not Started' queue. Pausing a job will not allow the next appointment to become visible, the appointment has to be marked as Complete or Additional Appointment. 

If you allow your engineers to work in a different order compared to the scheduled order this flag is not for you. Using this option will also prevent the mobile engineer checking their van stock at the beginning of the day to ensure they have all the equipment required. 

Editing Resources 

  1. Click on the Resource you wish to edit in the Resource table.
  2. Click modify.

  3. Edit the details you require and click update.

Moving a resource to another team

  1. Select the relevant Resource and click on modify.
  2. Untick the active tick box.
  3. Recreate the Resource in the relevant Team. Please follow the steps above in the Adding a new resource section for details on how to do this.

    NOTE: If the Resource has appointments scheduled against them you will need to reschedule these appointments for the new Resource you have created. Please see the Rescheduling section for details on how to do this.
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