Summary

This guide provides an overview of the Scheduler, a tool designed for administrators to manage work orders and events on a calendar for specific users within a company.


The Scheduler operates in two main modes: default and dispatcher. The default mode presents a calendar view displaying month, week, and day views for the entire organization, while the dispatcher mode focuses on a daily calendar for technicians, simplifying scheduling for a single day.


To access the calendar mode, click on the Scheduler button on the main screen, which opens the scheduler in a new tab.



This will bring up the scheduler in a new tab:



Navigating the Scheduler

  • Schedule Types

The Scheduler has 2 types of time slots that are allowed on the scheduler: Scheduled Events or Work Order Time Slots.  A scheduled event is a calendar item for non work order events such as appointments, time away etc.  A Work Order time slot is a time item related to a work order.  Multiple users can be scheduled to the same work order.


  • Work Orders 

In the top left corner, all created work orders (excluding "Closed" ones) are listed. Users can filter based on: 

  • Work order status, 
  • View scheduled or unscheduled work orders (by clicking on the "Hide Scheduled" checkbox) 
  • Search for specific work orders.




Scheduled Users

The bottom left corner is where you are able to select or deselect the users that you want to view on the scheduler.  If a user is checked it will appear on the scheduler.



You can do the following:

  • Choose to Select All users or deselect all users. 
  • Check individual users you want to view on the scheduler
  • *For "Group" scheduling feature, please place a request via the feedback button* 


Time Slots

All of the scheduled items on the scheduler are called time slots.  Each time slot is assigned to an individual active user in ServiceBox.  As you will notice each time slot color corresponds to the user that was assigned to the time slot.  You can edit a single time slot by clicking on the time slot and editing.


Changing Mode

As mentioned above there is 2 modes in the scheduler, the Normal mode or the dispatcher mode.  You can change the mode you want to work in by clicking on the button in the top right corner "Toggle Mode"

Normal Mode:



Dispatch Mode:




Postal Code Search

If you have this feature turned on you will be able to highlight the work orders that are within a range of the postal code mentioned.  All highlighted time slots and work orders will appear in blue.


Adding new Items to the Scheduler

  • Drag and Drop from Work Order List

On the left hand side is a list of work orders that have been created in ServiceBox, once you use the filters, search etc to locate your work order you can drag and drop the work order to the scheduler.  It will create a one hour time slot in the period that you dropped the work order to.  Also the time slot will be set to the user that is the assigned to user for the work order.


  • Click Directly on the Scheduler

If you click on a specific time slot a pop up will give 2 options: "Add a Scheduled Event" or "Add Work Order".  To create a new work order, choose "Add Work Order", you will be able to create a new work order that will be created in the time slot you choose.  You will also be able to assign this to a single user.  If you choose "Add a Scheduled Event", you will be able to add in a Scheduled event which is a non work order time slot.



Adding Scheduled Events

A scheduled event is a way to enter in an appointment into the scheduler for a specific user.  This will block out the time for the user in the scheduler.



The options are as follows:

  • Title - The details of the Scheduled Event
  • Description - More info about the Scheduled Event
  • User - You can create an event for all users (such as a team meeting), or for an individual user
  • All day - check this off if this is an all day event.
  • Start and End Date and Time - When the event takes place
  • Repeat Type - you can create a scheduled event that will repeat based on a period.


Moving Time Slots

  • Dragging and Dropping

You can move a time slot for a scheduled event or a work order to another period by dragging and dropping or editing the specific item from the scheduler.


  • Editing the Work Order

You can edit a Work Order Time slot by clicking on the time slot.  A pop up will appear that will allow you to adjust the date and time.  You need to hit the change button to make the adjustment.



Editing the Scheduled Event - Non Recurring

When editing a scheduled event you have the option to Change the Event or Delete the event.  If you want to change the date choose to Change the Event.



Editing the Scheduled Event - Recurring

For a recurring event, you will be presented with the choice to either modify the entire recurring series or make adjustments to individual occurrences.


It's important to note that a Scheduled Event, when set to recur, does not have a predetermined end date. To conclude the event, follow these steps:

  • If the user is set to return on a specific date, click on that date.
  • Select the option "Delete this and future event."

By choosing this option, you ensure that the technician's calendar is updated accurately, reflecting their availability upon their return.



If you have any questions about how to use the scheduler email our support team at [email protected] or to send in a feedback using the feedback button.