APPOINTMENT SCHEDULER FOR CUSTOMER SERVICE JOBS / JOB SCHEDULER / LOG TECHNICIAN LEAVE TIME


Prerequisite:

  1. The Dealership's Default Working Hours have been setup in the Account Settings > Settings & Controls - Shop Settings
Please review our article Setting up Default Working Hours for the Dealership
  1. Each relevant Technicians has been setup for Payroll Clocking and Job Clocking and their default work days have been set in Account Settings > Users - Time Clocking Staff
Please review our article Payroll Clocking and Job Clocking Setup

APPOINTMENT SCHEDULER

  1. From the Blackpurl Header > click on User-added image

  

User-added image

  1. Let's break the Scheduler screen down for you: 




1. The Scheduler section has three tabs:
  • Single Day View - this will allow the user to see just a single day view.  Basically they can see what is on for a specific day
  • Weekly View - this will allow the user to see a weekly view and work out if they have overbooked etc 
  • One Month View - the user can see at a glance what their month is like.  What weeks are busy / what appointments they may need to move around etc

2.  Dashboard - this will allow the user to access the Workshop Dashboard.  For further information, please review our 
article - Reporting - Workshop Dashboard

3.  Appointments can be created by clicking on New Appointment

4. This is the date range - just use the toggle to scroll to the other date ranges

5. The day / date are listed on the side

6.  The days are split into Morning and Afternoon appointments

7.  This will indicate how many hours have already been booked and how many hours are still available 
The system calculates the total time by how many techs you have and how many hours they work that day.
For example if you have two techs that work 8 hours each, there is 16 hours available to be booked for that day.
     The User-added image will allow you to create a new appointment


  1. In our example, we are going to book in / make an appointment for 2.5 hours to do a 10,000km service and safetyr check on Catherine Harley-Davidson on the 29th October 2020.
Customer would like an afternoon appointment and the unit needs to be ready for collection at around 8am the next morning and the customer has already dropped off the unit.

There are two ways of creating an appointment.
  • Just click on the User-added image at the top of the screen.
The appointment screen will pop up for you to complete.
 If you create a new appointment this way, you will also need to indicate the time / date.

OR
  • Navigating to the date and either morning or afternoon you want and then clicking on the User-added image
The appointment screen will pop up for you to complete
If you create a new appointment this way, the date and morning/afternoon time will auto populate.

For our example, this is how the appointment screen would look:

1.  The date and time frame (morning or afternoon) for the appointment

2.   If there is already an existing Service Job, you can link this appointment to it by searching for the relevant Service 
Job and selecting it

3.   In the Untitled appointment section - it will allow you to give the appointment a name ie 10K Service. 
This will also be on the Customer Order as the Service Job Name

4.   You can search for the Customer Name (or create a new customer)
Once you have selected the customer, the system will ask you to select what Unit the appointment is for

5.   Type in the concern including any notes from the customer ie what the customer would like you to check etc

6.   Job Type - Who is paying?  Customer Pay / Third Party / Internal

7.   Estimate hours - how many hours you think it is going to take. This estimate hours is needed for the scheduler

8.   If the appointment is going over multiple days, move the toggle to indicate Make multi-day

9.   You can assign a Technician at this time (if required)
**For Multi-day appointments you will be required to assign a Technician


10.  Unit Check in - allows you to indicate the following:
  • Date and Time due In
  • Date and Time promised
  • Unit Arrive indicator
11.  Once you are happy with the appointment > click User-added image



4.  The Scheduler for the 29th October 2020 in the afternoon has now changed and our estimated time of 2.5 hour 

appointment has now been taken into consideration.



JOB SCHEDULER

  1. When you were creating the appointments, the dealership had the option of assigning a technician.


If you did not assign a technician at that time, the dealership will now need to assign technicians to appointments.

For our example we are now going to assign the customer service jobs that has been booked in for the 29th October 2020 to a Technician

Click on Single Day View tab - see A. below
Scroll to the Date you want - see B. below
The Technicians will list and you can see if they are already booked for that day - see C. below


  1. Click on the to open and list all the unassigned appointments - see D. above 




You can search for an appointment or just scroll to the appointment you want to assign.  Then:
  • Click and hold on the appointment
  • Drag and drop the appointment over to the time slot you want, under the technician you want



The end result will move the appointment to the relevant time slot for the relevant technician - removing it from the unassigned appointment section.

If you make an error, just click / hold on the Appointment again and then drag / drop again onto the new technician or time slot.

Do this for all the unassigned appointments to organise your technician's day


  1. If a Customer Order > Service Job  has not been linked to this appointment, once you have assigned an appointment to a time slot and technician, the system will automatically create a Customer Order > Service Job for you.
To access the Customer Order, just click on the CO number.

  

User-added image


ASSIGNING TECHNICIAN AND JOB CLOCKING DIRECT FROM THE CUSTOMER ORDER > SERVICE JOB

  • There is also the ability to Assign Technician and for Technicians to Job Clock on / off directly from the Customer Order > Service Job > Technician Time section
User-added image


  


LOG TECHNICIAN AWAY TIME

We need the Scheduler to reflect away time so the dealership is not booking in appointments or assignment jobs to technicians when they are not even going to be there.

For our example our technician Frank will be away from the 26th October to 31st October 2020 on annual leave.

The best way to do this is to Log Leave time

  1. From the Job Scheduler tab, click on Frank's name



This will open up a new screen that has information about Frank - his Role / what are his working days / a list of any Leave and exceptions.
  1. To record his annual leave, click on User-added image and complete


We have indicated that Frank is on Annual Leave between 26th October to 31st October 2020

Once you are happy with the entry, click on User-added image to add it to the list.


Then click on User-added image
  1. Now if you go to that date range on the Appointment Scheduler, the available time has reduced to indicate that the dealership only have one technician available.
On the Job Scheduler for that date range, Frank has been marked as annual leave and no appointments will be able to be assigned to his section.