Last Updated 9/4/14

Using the Scheduler

See Also

 

Access to the Old Calendar/New Scheduler

The old Calendar module has been left in place, while you learn how to use the new Scheduler. This gives you the ability to switch between the two modules knowing that the events you create in one will show up in the other. The Scheduler, however has many more options than the old Calendar does and the Online Help explains how to use the new Scheduler. Your screen will look a bit different depending on which you have chosen to view and use. There are two buttons on the ribbon that allow you to switch back and forth.

Use Old Calendar

 

Use New Scheduler

 

Main Scheduler Screen

Chronicle's Scheduler is more than just a calendar. It allows you to work with scheduling in ways that are simply not possible with paper or a white board in the office. It gives you the ability to schedule multiple types of events for jobs and people using multiple resources like people, organization and equipment. For example, a vacation day, sick time, production and marketing events, the bosses luncheon date with a prospective customer, equipment, and even when a subcontractor that will be on the job. These events can be moved, changed, deleted and undeleted. The Scheduler will not only show you events but in the all-day section you can also see any tasks, reminders, or key dates. You view all of this through different groups of resources whose calendars fit in a single Scheduler window. Not only is the Scheduler available on the Scheduler tab, but you can also have several different Scheduler windows open at the same time.  For example, you can have a production Scheduler open on one screen and be working in Chronicle on the other screen. Or have two Schedulers open at once and toggle between them. Personal events can also be scheduled and set to private so that you do not end up scheduling someone who is not at work that day. If you make a change to an event for one person it changes it for all associated to the event. If you work with one person's calendar in one group it will change their calendar if they are in other groups. To get to the Scheduler, click the Scheduler tab at the top of the Chronicle screen.

 

Scheduler Tools

The Tools in the ribbon gives you access to many of the features of the Scheduler:

Navigate

Event

Dispatch

Display

All Day Section

This section of the scheduler provides the ability to see Key Dates, Reminders and Tasks that are due that day. As you complete them, you can manually delete them from the scheduler or you can leave them there as past events. If you double click on the Task it will open the task screen from which you can complete the task. The Customization Options allows you to set the maximum height of the section and if you have more events that your height setting, the scheduler will allow you to scroll through the all-day events. You can also decide to see one or all of the three on your calendar. Key Dates just like Reminders and Tasks can be assigned to someone and will be visible on the calendar of whomever it was assigned to.  For example, your mother's or your marketing contact's birthdates can show up on your calendar and no one else's. For those key dates that are not assigned to anyone, you can choose to see those as well using the Customization Options.

Customization Options

You can show or hide the customization options by going to the Tools drop down on the ribbon and choosing Customize Display.

 In the all-day section, show:

Maximum all-day event height: You can set the Scheduler to show between 2 and 20 tasks, reminders, and/or key dates in the all-day section. If you have more than your height setting allows, a scroll bar to the right will appear so that you know there are more to view and can scroll through them.  

Auto-refresh: Set refresh to never and you must do a manual refresh when you need to. Or set it to refresh anywhere between 1 and 60 minutes. Those events that you create or edit will show on the Scheduler when you save them. However, if someone else creates an event for the Scheduler you are working with, it will not show up until the Scheduler on your screen is refreshed.

Show daily view in minutes: You can set the Scheduler to show 15, 30 or 60 minutes sections when in the column mode.

Week start day: You choose the day of the week you want the scheduler to start on.

7 Day Week format: View the 7-day Scheduler in columns which can include columns for Saturday and Sunday. Or view the 7-day Scheduler as a grid with Saturday and Sunday combined.

InfoPanel setting: Check to auto-hide the InfoPanel, if no event is selected. This give you more room on the screen.

Personal event setting: You can choose whether to see personal events in the whole company view or not.

Name format: You can view names by either first name first or last name first.

Double-clicking empty calendar area: either opens a new generic event or open that employee's calendar in a new window.

When adding from job/job manager, show: either my resources or employees associated to the department per the settings in the Main System Setup.

In job file activities, "Schedule" button should: show you the schedule so you can draw an event or take you directly to the add event screen.

In job file calendar, ribbon bar should start: visible or hidden.

On Add screen, changing start time should: select to adjust the end time keeping the length the same or adjust the length keeping the end time the same.  

Confirming if ... If you move an unassigned event, you have a choice to confirm or not the move to a different day than originally scheduled and have the deletion of a non-recurring event confirmed that you want to delete it.

Resource list: In addition to the View Settings, you can choose to view or not view individual views or groups views. This list is always visible on the add event screen. If you choose to see the resource list you can also select whether to see the Hours Scheduled or not. This will be most useful if you need to create events with no one yet assigned to go. Then when you need to schedule who is going to an event, view the list for Unassigned Events and drag and drop the event onto the calendar of someone who is available and has not yet reached overtime.  

When adding an event & no one is added: Sometimes you may need to create an event but you do not yet know who is going. This setting determines whether to assume this is intentional and create the event anyway or make the user confirm that they meant to not associate anyone to the event.

When adding an event not tied to a specific context, assume the event type is: This selection determines the default selection of the event type. For example, is most of your events are for jobs then select the job type.  

View Settings

In Chronicle, each person, organization, piece of equipment or job has a calendar upon which you can schedule events. Chronicle allows you to view these calendars in different combinations without duplication of the original calendar. So you can create and save as many different Scheduler views as you need. You can even have more than one Scheduler view open at a time and available in the Windows Task Bar, thus making it easy to switch back and forth between different views.  For example, you can create a Scheduler view that shows the calendars of your cleaning production group and a different Scheduler view for the water production group. If you have chosen the customization option of a double click to open an employee calendar in a new window, you can view the calendar of an individual in that group.    

Mini Calendars: You can select what days to see by using the control key or the shift key and select particular days or a series of days to view. For example, you could select August 3 and September 3 and work with events. Or select Monday, Wednesday Friday to view just those days in a week. The shift key selects all between and the control key selects only those you click on.

Day, Mon-Fri, Week, & Month views:  These views all provide multi-day views of the Scheduler from which you can schedule. Mon-Fri is the typical work week. The week view includes Saturday and Sunday. In Customization Options you can customize the 7 day week format to be viewed as either columns or a grid with Sat/Sun combined.

My Calendar: This shows your own calendar.

My Resources: The first time you click on View My Resources in the event panel of the Scheduler, Chronicle will ask you if you want to add a resource to the list, click yes, and you will see the Personnel/Calendar Groups screen to start the list. Or go to Tools drop down on the Scheduler ribbon and start a resource list. You can edit or sort the members of this list. My Resources is a list created by each log in.

Personnel: Using personnel groups you can mix and match employees, subcontractors, and equipment into the same calendar groups for ease of use. These groups must first be created to be available for Scheduler to use. Once the groups are created, others can view them and you can edit or add people and equipment to them from the Edit/Sort Resource Members list.

Department employee: This shows a calendar for each employee associated with the department. You associate employees with departments in the Main System Setup on the Departments tab. See How When this is selected you will see a drop down box.

Employee: You can view the calendar of a specific employee. When this is selected you will see a drop down box.

Whole Company: This lets you see all events that have a department associated with them. This includes events for jobs or departments; it does not include personal events for yourself or others. When this is selected you will see a drop down box.

Dept/division: This view shows you all the events that have been scheduled for the selected department or division. When this is selected you will see a drop down box.

Group by: When viewing a group's calendars, you view by resource first and then dates or view by dates and then resources. You will not see this setting when viewing by My Calendar or by individual Employee.

Editing and Sorting Resource Members

Choosing which resources to assign to events is made easier by allowing you to put those resources into groups. Chronicle gives you three types of groups to use: Resources, Personnel, and Departmental groups. Otherwise, you would have to search the entire data base to find the one employee you wanted to assign.  My Resources is a favorites list that you can make under your log in. No one else can see your list. They may each make their own. The other two groups are available to all. From the Tools drop down menu in the ribbon, you can edit and sort the resource members on the Personnel/Calendar Group screen by clicking on the up/down or side-to-side arrows.

1. My Resources:   The Groups drop down list shows who is on your Resources list. For example, if you are office staff and you keep track of the bosses schedules you may want to see just their calendars on your resources list. Note: For production purposes, you will most likely use personnel or departmental groups to do scheduling because these group views can be seen by everyone and not just you.

To start a Resource list: Either select My Resources from the view settings of the Scheduler or go to Tools and select Edit/Sort Resource Members. Both will open the Personnel/Calendar Group screen.  Select the person, organization, or equipment button (not implemented yet) to find the one you wish to add. Or select the employee and click on the arrow to move into the Group members list. You can also drag and drop, or right click.

2. Personnel Groups: Shows you who you have added to your personnel groups which include any employees, subcontractors and equipment. For example, you sometimes sub out rebuilds and want to add that subcontractor to you Construction production group, even though they are not an employee. Or perhaps you want have a resource list that includes equipment alongside a list of employees.

3. Departmental Employees: Shows a list of all of the departments you have created in the Main System Setup. This list should only contain production employees that you schedule on the Scheduler. You can add, remove, and sort them here or add and delete them in the Main System Setup on the Employee Tab in the department setup.

Adding Equipment (Not implemented yet)

Adding Events

You can add events starting from different places in the program and all will take you to the add event screen. When you have set the event up, click Save.

1.

On the Scheduler tab, click the Add button.

2.

On any calendar, set your cursor at the start time and drag to the end time and release, if you have chosen this option.

This will open the event screen with the selected times already set.

3.

In your Chronicle Tools list, click Calendar [Add Event for Me]. You may need to add the tool.

(This really lets you add an event for anyone, not just for yourself.)

4.

From a person or job list, select which person or job you need to schedule. Click Go in the ribbon and select Add Calendar Event.

5.

From any list of people, organizations, or jobs, right click on any name and select Add Calendar event.  

6.

From the Dept/Activities tab in a job, right click any activity and click Schedule from calendar view or Schedule from event screen. (Show/hide screen)

7.

From the Dept/Activities tab in a job, select the event(s) to be scheduled and click on the Schedule button above the list.

This will take you to a Scheduler screen so you can draw an event or click to open an event box depending on your customization options.

8.

While on the Email tab, click the Calendar button.

If the selected email is associated with a job, the event is also associated with that job.

9.

From within the Job File, go to the Schedule Tab, you can Add events the same way as on the Main Scheduler Screen.

Editing Events

You can edit events from different places in the program and all will take you to the same screen you used to add the event. Make the changes you need, click Save.

1.

On the Scheduler tab, click the Edit button.

2.

On the Scheduler, double-click the event.

3.

On the Scheduler, click the event to select it, and then right click and choose Edit from the menu. (Show/hide screen)

4.

From a person or job list, select which person or job you need to schedule. Click Go in the ribbon and select Calendar. (Show/hide screen)

From this list, select the event and click on edit. You can also add, print, delete, view deleted events or view the audit log for the selected event.

5.

To adjust the end time: Click the event on the Scheduler. Then position the mouse over the bottom edge of the event. When the pointer changes to an up/down double-arrow (), click and drag the bottom of the event.

You can drag the ending time either up or down. Works with start time as well.

6.

To move the whole event to a different time or person: Click the event and drag and drop to a different time or a different calendar.

7.

From within the Job File, go to the Schedule Tab, you can add Edit the same way as on the Main Scheduler Screen.

Deleting Events

You can delete an event in one of two ways:

1.

On the Scheduler, right click, and pick Delete Event from the menu. When you see the confirmation box, click Yes to confirm that you want to delete the event.

If the event is in a series of recurring events, you will see a box with the list of events. Select the one(s) you want to delete. (Show/hide screen)

2.

On the Scheduler, select the event, and pick delete in the ribbon. When you see the confirmation box, click Yes to confirm that you want to delete the event.

 If the event is in a series of recurring events, you will see a box with the list of events. Select the one(s) you want to delete. (Show/hide screen)

3.

From within the Job File, go to the Schedule Tab, you can Delete events the same way as on the Main Scheduler Screen.

Restoring Deleted Events

If you have deleted an event, you can undelete it by:

1.

Go the Scheduler tab, click the tools drop-down in the ribbon, and choose View Deleted Events.

This takes you to a Scheduler that shows all deleted events.

2.

On the deleted events Scheduler, click the event to restore.

The selected event will have a red line around it.

3.

Right-click, and pick Restore Deleted Event from the menu.

You can also Edit the event before undeleting it.

4.

In the confirmation box, click Yes to confirm that you want to undelete the event.

5.

Return to the Active Event View by clicking on the red message that says you are viewing the deleted events calendar.

6.

From within the Job File, go to the Schedule Tab, you can Restore Deleted events the same way as on the Main Scheduler Screen.

Entries on the add or edit Event Screen

Regardless of how you choose to add or edit an event, you will see a screen like the one shown below. (Some entries vary depending on what you choose for other entries.)

Resources you can assign: You can edit and sort resources using three types of groups: my resources, personnel, and department. To see these resource group you must first create the groups you need. Two of these groups, my resources and personnel, allow you to add equipment (not implemented yet), non-employees, and subcontractors as well as employees. You might want to schedule a subcontractor or, for example, if you have a truck mount that is shared by more than one crew, you would select that here; when you do, Chronicle will make sure that it is available when you schedule the event. You don’t need to include any equipment that you don’t schedule events around. For example, you wouldn’t need to select fans here because if a particular fan was unavailable; you would just take a different one. (Checking items here is NOT the way to associate equipment to the job; for help associating equipment, see Associating Equipment with Jobs.)

My Resources: Shows the calendars for those on your resource list in the scheduler including any organizations, such as a subcontractor, or any equipment you frequently use.

Personnel: Shows the calendars of those in your personnel groups in the scheduler, including any organizations or equipment for scheduling purposes.

Department: If you set up an employee departmental group in the system setup, you can view their calendars in the scheduler as a group.

Add me: This button lets you add you yourself to the event.

Someone else: Lets you assign a person or organization to an event that is not listed in any group. For example you are meeting the customer's contact person at the job site.

Hide Unavailable: If you check this box, you will not see who is unavailable for the selected event. Note: Chronicle will let you double book someone.

Hours Scheduled: This can only be seen if you have checked Show hours in current pay week found in the Customization Options for the Scheduler. Viewing these hours gives you the ability to see who is scheduled into overtime hours for the week so you can pick someone else and avoid overtime pay.

Event Type: Choose the type of event and additional entries will appear for you to choose from depending on the event type you selected.

Department/Activities: Lets you choose the department and activities that the event is for. If you’re adding a job-related event, there is a drop-down lists any departments associated with the job. The list to the right shows activities that are in those departments.. To associate particular activities with this event, check the corresponding boxes. You can view All complete and incomplete activities or just view the Incomplete activities. If you wish to schedule an activity that was not added to the job, right click in the activities list and you will get a menu that lets you select an activity that was not added to the job. This will also add the new activity to the job's active column.

Location: You can add in the location of the event. The location will be displayed next to the Event Title on the Scheduler screen.

Event For: Some events, like marketing events, are for a Person, Office, or Group rather than a job. Select who the event is for.

Private: If the event is for yourself, the Private checkbox appears and is checked by default. Others can see that you are busy, but only you can see the event’s details.

Event Title: This appears on the Scheduler screen. For job events, Chronicle automatically fills in the customer name for the event title; you can add additional information if needed.

Description: If needed, enter a brief description of the event; this appears on the Scheduler display. (If you need more information, place it in the notes section.)

Time: This allows you to set the start and stop times manually by either typing the time or using the drop down list of times. If you draw the event on the Scheduler, the time will already be set. You can even select no specific time. This event will be placed in the all-day section at the top of each calendar day. Such an event can later be dragged to the scheduler.

Occurs: All events default to occurring only once. You can change this to allow for reoccurring events. Changing Only Once to any other option gives you a set of recurrence options depending on which option you choose. For daily events, you can include or exclude weekend days. For example, if you choose Daily, you then choose to include weekends and schedule an event to start Friday and go for 3 days, that event will be scheduled for Friday, Saturday, and Sunday. You also set up reoccurring weekly or monthly events.

Who's Assigned: This lists who is going to the event. For example, you started the event on the Scheduler by drawing the time frame. Chronicle will remember whose Scheduler you drew the event on and add them here. You can also drag and drop others to the event or drag and drop to remove them from the event.

Unassigned: If this is an event that you must schedule for a job but you do not yet know who is going to the job, check Unassigned and create the event. It will be stored in the Unassigned Events list waiting for you to drag it to the employee's Scheduler that will going to the event.

Send Email: Check the box to send an email about the event to the person who is assigned to the job. The default setting is no email. (Show/hide screen)

Reminders: Send a reminder to an employee assigned to the event by checking the corresponding box. The drop-down lets you choose how far in advance you’d like them to be reminded. If the event is moved, the reminders will also move so that they are delivered to the time framed you set when originally creating the event. This currently does not work for non-employees.

Notes: Although you can enter brief text in the Title and Description fields, if you want to enter additional notes for an event, use the notes section to do so. You can even check the spelling of the notes. To see this text later, double click on any event to open the event screen and read or edit it.

Save & Close: This saves the event and returns you to the main Scheduler screen.

Save & Add Another: This saves the event and keeps you on the add screen with all of the same options selected so you can easily create multiple events. After saving your event, you can then change employees or activities as needed before saving the next event.

Extend or Shift Events

After you have scheduled an event for today, sometimes, you may need to go back to the job site tomorrow and finish up the work. This can create a problem on the Scheduler if you have scheduled the next step of the job for tomorrow and now you can't start that step. The job's time line has changed. Chronicle allows you to extend the event and, if needed, shift future events down the time line. This eliminates the need to manually shift future events for a job. For example, you find you need other supplies you must pick up and come back tomorrow to install. This may throw off any other future events you have scheduled for that job and you must send other people to do the work.

On the Scheduler, select the event, right click and select Extend/Shift event(s). Then select the event and choose how much to extend/shift it by. This screen also shows you a list of all the events that have been scheduled for this job past, present, and future.

Extend event by: The event can be extended to an additional day(s).The extended event is independent of the original event so it can be edited as you need including sending someone else to the job.

Move other events for this job: You can select to shift any future events if an extended event was created and is now interfering with the time line of the job's events. These events can be shift down the time line one or more days or moved backwards if needed.

Work days: You select the days you want the extending or shifting to cover and to you want weekends included.

Batch-shifting events does NOT check for conflicts; when you are done, make sure you haven't double-booked anyone.

Unassigned Events/Jobs List

Sometimes you may need to create an event that has no one assigned to it just yet or you may have jobs that have no events scheduled. To view a list of such events and jobs, go to the ribbon and check the box that says Unassigned Events/Jobs to show these lists. There are two tabs:  

Events not assigned to anyone yet: Drag an unassigned event to an employee calendar to assign them to the event.

Production jobs with no event scheduled: Pick a time frame and, if you wish, limit the search to a department or an employee to view a list. Drag a listed job to the Scheduler and create an event for it.

Check for repairs

Sometimes events do not get put in properly and have incorrect times. For example, the ending time is before the starting time. Chronicle will not add such an event to the Scheduler but rather keeps a list of invalid times. Once you click on Check for Repairs on the Tools drop down, Chronicle will try to reconcile the dates/times and only then will it add them to the Scheduler. This gives you an opportunity to fix them if necessary.  

Print/Email Calendar Events and Workorders:

When you make an event, you can decide whether you want to print or email the days events to those associated to the event. You can even print/email a selected time frame of events. This email is in addition to the email you can send out when creating the event. To just print a single event, right click on the event and select Print Event.  

1.

Select the Group to print or email for.

2.

Check or uncheck the print/email boxes to select those for whom you wish to print/email for.

3.

Select the time from to print/email for.

4.

Include a summary page, map, or other job related information.

5.

Selecting the Print/Email button will print the event and open a journal screen so you can email it.

 

Directions and Maps

To find a map for an event either right click on the event and select Maps or through the Print/Send Workorder and select to print/email the event with a map. Getting directions is not yet implemented.

Employee Locations (not implemented yet)

The Job Calendar

Sometimes you may want to look at the schedule for a particular job. You can do so in one of two ways.

1.

Click the button in the ribbon called View a Job's Schedule. Search for the job and click OK.

2.

Go to the Job file and click on the Schedule Tab to view the events for the selected job.

This scheduler is fully functional for this job and you can add and edit events from this tab.

3.

You can see a list of all events that have been scheduled on a job by viewing the extend or shift events screens.

Right click on a job event to open up the Extend/Shift event screen.

Right Click Menus  

When you right click on an event or on the calendar grid, you can see different pop-ups that give you easy access to many of the things you can do with events or the scheduler.

 

Right click on event:

Right Click on scheduler grid: