Updated 2023-02-17. Change of Other type
Update new function 2023-02-10: Adding work orders from the Planner.
In the Planner, you as a user see your assigned orders or all currently booked orders, depending on what rights you have in the system.
As a supervisor, you can in the Planner assign resources to booked orders and plan the day’s, week’s and month’s work. We recommend that you work in the Planner via a computer as the function is not optimized for small screens and mobile devices.
If you want to pair the Planner with a google calendar, go to your account settings by clicking on your username. Scroll to the bottom of that page and you will find the Link to google account button.
In the Planner there are three tabs – Calendar, Resource and Rental. Rental is still in beta version so you probably will not even see it yet. But the function is included in the screenshots on this page.
The Resource tab gives you a quick overview of who is busy or available for emergency work.
Resources here are equal to employees and users of the system. In the documentation here, we use the word resources .
There are a lot of settings that can be made for the Planner. Read more about admin settings for the planner.
At the bottom or to the right of the calendar (depending on which setting you have selected) you see the resources in your group but can also choose to see an individual resource or unallocated orders. Resources can also be divided into groups. This is done by an administrator under Module Settings – Edit User Group Settings.
The resources can also be given distinctive colors as in image 1.
If you want to change how the Calendar and Resource are displayed (full screen, time interval, Saturday / Sunday) click on the gear in the upper left part.
Click the gear again to close. The changes are saved automatically.
You can also change where the names of the resources are displayed – below the calendar or next to it.
Do you have the setting “Show assigned planned orders” shows the order “grayed out”. These cannot be moved in the planner, but must be done by entering the order. Click on the order and make a booking.
Once you have booked the order, it disappears from the planner.
If you want to scroll monthly and weekly, click on the arrow symbol.
Do you see a month in the calendar but want to see a week, or be able to choose which one? Read more about settings for the planner. This setting requires an administrator login.
Click on the calendar symbol (square with a number) and you can browse the calendar monthly via a pop-up window while the current month / week remains in the background.
* Scheduled order – this is a date when the order should be executed.
* Assigned order – a technician/user is assigned an order and should executed the order, alternatively is responsible for the order.
* Booked order – a technician/user should execute the order and on a specific day and time.
The system is color-coded so you can quickly see the status of an order.
Here you can read more about colors and symbols.
Red – missed order, ie a booking that has fallen due in time
Orange – planned
Green – a future date
Purple – ready for invoicing
Blue – performed / invoiced
By default, all resources are blue, but it can be useful to give them different colors. To set this:
Add a booking
Click on the day you want to add a booking. A pop-up window opens where you fill in the necessary information – select the resource, enter the time and choose which order the booking applies to. Click Add.
Change the date of a booking
Drag and drop the order in the calendar.
Click on the booking and select Delete and then Save the change.
Change the day, time, or assignment of a booking
Click on the booking. Current order is marked in the list with a blue frame. Make changes and click Save.
Add leave: holidays, sick leave, parental leave etc.
Click on the current day to open the booking window. Select a resource and enter the type of leave under TYPE. The information is automatically sent to the time report. Click Add.
Add new work order
Resource tab has a slightly different view than Calendar. You can choose to see day or month. (Settings option in Group Settings – Edit Planner settings).
Scroll sideways (scroll under the calendar) to look further ahead. Use the arrows to jump to another month.
If you have chosen to see Month, you will see available resources on the left hand side and the orders for which they are booked in the calendar. If you have chosen a day, the resources are at the top.
By clicking on the small tab on the right, you open the list of orders.
You can search for orders. Click on the symbol with a check mark if you want to specify filters to search in more detail.
Assign a resource to a job
Drag and drop a booked order to the column for a resource and the field for booked date and start time. To change the time, drag the bottom edge to the selected end time. You can move bookings by dragging and dropping another resource or time.
You can assign the same order to multiple resources by holding down the Shift key and dragging the order.
Add a booking to a resource
In the Resources tab you can also click on the day you want to add a booking. A pop-up window opens where you fill in the necessary information – select the resource, which order the booking applies to and specify the time. Click Add.
Once you have been booked for a job, you will receive a notification.
Service items you specified as rentable are displayed here. Click on a day to add a booking for the item. A window will open where you set the date and enter the customer.
To add an Agreement or a Purchase order to the booking, click on the booking and choose which one you want to create. The item, customer and date are filled in automatically in the created order or agreement.
User permissions concerning the Planner: View, Edit, Assign.
There are a lot of group settings that can be made for the Planner and that affect how the user sees the planner.
Choose which time report type should be linked to Other time in the Planner. The list shows all your time report types. The same color as the selected time report type is also displayed in the Planner.
If you do not make a selection, the selected type is Normal and black.