Bucket Scheduler

Overview

This document will guide you through the necessary steps to input and schedule work orders through the Bucket Scheduler

Enable Bucket Scheduler:

By default, the Scheduler is set to utilize the Bucket Scheduler

To verify the Bucket Scheduler is enabled, you will need to perform the following steps:

• Navigate to: Setup Franchise > Setup: 
  • The Franchise – Franchise Options panel will load on the right-hand side of the page
    
    Franchise – Franchise Options

• Click the edit button next to AlwaysUseDayScheduler
  • From the Franchise – Franchise Options (edit) panel you will need to verify ‘False’ is entered in the Value field
    
    Franchise – Franchise Options (edit view)

Functionality

Assign Work Order to Scheduled Time Slot

From a New or Existing Work Order, you will need to verify that the following information has been filled out:

• Customer Zip/Postal Code:
• The Zip/Postal Code must exist in Setup Franchise > Options > Postal Codes and must have been associated with a Zone in Setup Franchise > Options > Zones in order for SmartWare to know what Zone the work order is for and what availability to display
• A valid Zip/Postal Code must be entered for the Customer Address to determine the availability of your technicians for the selected date
  
  
• Dispatch Code:
• Dispatch Codes are used to determine Specialty Zones. For this reason, a dispatch code must be selected on the work order prior to using the Bucket Scheduler
• Once you have verified that a valid Customer Zip/Postal Code, Dispatch Code, and Job Duration have been assigned to the work order, click the Scheduler button
  
  
• New Work Order:
• The Scheduler button will appear beneath the Skill Level, towards the bottom section of the New Work Order
  
  New Work Order – Scheduler

• Existing Work Order:
• The Scheduler button will appear to the right of the Job Date
  Existing Work Order – Scheduler

Scheduling a Work Order

Once you have clicked the Scheduler button the Book Time Frame panel will appear displaying the availability of each time slot your office has available for the selected date and zone

• Availability is driven based off the following factors:
  • Zone selected on the work order
  • Availability your office setup in the Daily Scheduler for the selected zone
  • Current work orders already scheduled or promised for the selected date and zone
    • Work Orders are considered scheduled if they have a Job Status of 'Scheduled'
    • Work Orders are considered promised if they have a Job Status of 'Ready to Schedule' or 'Promised'
      
      Book Time Frame (Bucket Scheduler)

Below is a brief explanation of each of the fields available on the Book Time Frame (Bucket Scheduler) panel:

Item	Functionality
Zone	Zone listed on the work order
Zip Code	Zip/Postal Code from the Customer Address that was selected on the work order
Skill Level	Skill Level that was selected on the work order
Job Date	Displays the date you are currently viewing availability for You may change the date you are viewing availability for by either clicking on the Calendar Picker and selecting a different date or using the  arrows to toggle between different dates.
Anytime	Customer said they would like a technician to arrive at their home anytime during the selected date   Number displayed is based off total number of anytime calls your office said they could handle at any time during the selected day and zone.
Before-Noon	Customer requested a service call before 12:00 PM   Number displayed in the Before-Noon slot is based off the total number of AM hours your office said they could handle for the selected zone.
Afternoon	Customer requested a service call after 12:00 PM   Number displayed in the Afternoon slot is based off the total number of PM hours your office said they could handle for the selected zone.
Technician	Will allow you to force a specific technician for AM, PM or Anytime calls  This function should be used sparingly as forcing a technician to a work order will limit the flexibility available to the Router when assigning work orders to technicians for the day.
First Call – Number Jobs	Customer requested to be the first service call for their zone Number displayed in the First Call slot is based off the total number of first calls your office said they could handle for the selected zone. Any technician setup with availability on the Daily Schedule with AM availability for a zone is available to take a first call. If a customer request to be the first call of the day for their zone, you will need to first select a technician from the First Call Technician dropdown box and then double click on the # displayed in the First Call slot.
First Call Technician	This is a list of all technicians in your office who are available to take a first call based off the selected zone
Last Call – Number Jobs	Customer requested to be the last service call of the day for their zone Number displayed in the Last Call slot is based off the total number of last calls your office said they could handle for the selected zone. Any technician setup with availability on the Daily Schedule with PM availability for a zone is available to take a last call. If a customer request to be the last call of the day for their zone, you will need to first select a technician from the Last Call Technician dropdown box and then double click the # displayed in the Last Call slot.
Last Call Technician	This is a list of all technicians in your office who are available to take a last call based off the selected zone

Once the customer has decided on a date and time slot they would like a technician to arrive at their home, you will need to perform the following steps:

• On the Bucket Time Frame panel, insure that the date listed at the bottom of the screen is set to the date the customer requested a Service Call
• Next, you will need to double click the number listed below the appropriate Time Slot.
  • If the work order should be forced to a specific technician, you will need to select a technician name from the appropriate technician drop down box before selecting the number listed below the appropriate time slot
• Once you have selected a time slot from the Bucket Scheduler, the Booked Time Frame panel will close and the following information will be updated on the work order:
  • Job Date: Will be updated with the appropriate requested date
  • Time Slot: Will be updated to reflect the appropriate time slot requested
  • Preferred Tech: If a technician was selected on the Booked Time Frame panel, then the Preferred Tech will be updated on the work order to reflect the selected technician
• From the work order panel, click the (Save) button to save your scheduler changes

Additional Items

• 'Ready to Schedule' work orders with a start time of 12:00 am will be reduced from the Bucket Scheduler availability count for the appropriate date based off job date listed on the work order. (i.e. if the job was scheduled for 11/15 @ 12:00 am for Job Length 1 hour, then 1 hour of availability will be reduced from the Availability for Date: 11/15 for the appropriate Zone and Bucket Time Slot)
• Work Orders with Job Status 'Request' will NOT reduce availability counts on the Bucket Scheduler since these are considered jobs where the customer is requesting a call to schedule a visit and the work order has not been promised for a specific date and time slot yet

Dispatch Buckets

Overview:

When you assign work orders to specific time slots through the Bucket Scheduler, they are sorted on the dispatch calendar into job buckets. Buckets will only appear if there is a job assigned for the specific bucket and date

Dispatch - Buckets

Below is an explanation of each bucket:

Item	Functionality
AM	Will display all work orders that were scheduled through the Bucket Scheduler and meet any of the following criteria: Job Status = First Call and there was no technician selected Job Status = AM
AT	Will display all work orders that were schedule through the Bucket Scheduler and where Job Status = Anytime
PM	Will display all work orders that were scheduled through the Bucket Scheduler and meet any of the following criteria: Job Status = Last Call and there was no technician selected Job Status = PM

The number directly after the Bucket name represents the number of work orders that are currently in each bucket

The (#) number displayed represents the number of warranty work orders that are currently in each bucket