How do I Schedule Jobs in GlasPacLX? Follow

Overview

The following document describes the setup and use of the Daily & Weekly scheduler in GlasPacLX.

Note: We also have a video series on this subject here.

Setup

Setting up GlasPacLX to work with the Daily and Weekly Scheduler

There are a few configuration items that are required In order to use the Daily and Weekly Scheduler with GlasPacLX. You need to:

  1. Configure GlasPacLX to use Job Areas and Capacity by Installer.
  2. Add your installers as employees of your company.
  3. Define the capacity and schedule of each installer.
  4. Determine the geographical location of each job area by zip code and which installer work where.

Configure Your Application

First you’ll need to enable the use of job areas within GlasPacLX.

  1. From the Company menu select Settings.
  2. Expand the Application Settings found on the left hand side and select Scheduler Settings.

Scheduler Settings

There are 4 distinct scheduler sub-settings: Scheduler Settings, Set Schedule Capacity by, Schedule Jobs by, and Default Filter for Daily Schedule.

  1. Check the box next to Enable Job Area to enable job areas within your GlasPacLX.

Additionally you can choose to include the weekly scheduler on to the ECI tab of the order entry screen if you have ECI enabled. You can do so by checking the box next to Include Weekly Scheduler with Estimate/Customer/Insurance (ECI).

Set Schedule Capacity By

You have two options here that determine how the system calculates the capacity of a job area. By choosing Job Area/Branch you will be specifying the number of jobs your branch and job area can do in total regardless of how many installers are assigned.

By choosing Installer you determine how many jobs your installer can complete in the morning and afternoon. The capacity of the job area is determined by total number of morning and afternoon jobs of all the installers assigned to the given area. You can configure the installer capacity here. For example, you may have installer Matt who can complete 3 jobs in the morning, and 4 in the afternoon, while installer Scott can complete 2 in the morning and 5 in the afternoon. You assign both of them to your North job area. The total capacity for that area would show that you could complete 5 jobs in the morning and 9 in the afternoon.

  • It is recommended you select Installer.

Additionally, you have an option to have the system give you a warning if the installer is overbooked. If you schedule a job through the work order, and you have already reached the maximum number of jobs the installer can complete in a given day scheduled, a pop-up will occur warning you that you are overbooking this installer.

  • Check the box next to Warn if Installer is Overbooked to warn the user when an installer becomes overbooked.

Schedule Jobs By

You can schedule jobs by specific time, general time of morning or afternoon, or a combination of the two.

Scheduling all jobs by time allows you to schedule specific date and time for jobs to be scheduled.

  • Select the option Time. (It is recommended you select this option.)

Scheduling jobs by AM/PM allows you to give windows of time of when the installer will arrive to perform the job. Typically sometime in the morning, between 8:00 AM and Noon, or in the afternoon, between Noon and 5:00 PM. With no specific time. You can still achieve this with the time option by scheduling all jobs at 8:00 AM with a duration of 4 hours.

  • Select the option AM / PM.

You can have a mix of the two options above by selecting AM/PM for Mobile and Time for In-Shop option.

  • Select the option AM/PM for Mobile and Time for In-Shop.

Default Filter for Daily Scheduler

When viewing jobs on the Daily Scheduler you can choose to filter the view by type of jobs. Here you set the default view for the Daily Scheduler. Show only in-shop jobs, mobile jobs, or show all jobs.

Adding Installers

  1. To add installers as your employees from the Company menu select Employees.
  2. To setup a new employee click the Create New Employee

Employee Setup

There are only two fields that are required when setting up your employees:

  1. Employee ID: This is a short hand identifier for this employee. This might typically be formatted as the first name and last initial such as: johnd.
  2. Name: The full name for your employee. The format can of the employee name can be any that you wish. Typically, you set the full first and last name here.
  3. Employee Roles: While this isn’t a required field, GlasPacLX needs to know that the employee is one of your installers. You must check the box next to Installer to use this employee as one of your installers.

A number of additional fields exist such as the employees address, contact information and other personal information. You can fill this information out at any time.

Defining the Installers Schedule and Capacity

After adding your installers as employees you should define their schedule, and set the amount of work they can do in a given day.

To modify and change the installer’s schedule and capacity:

  1. From the Company menu click Installer Maintenance.

Installer Maintenance

  1. Select the installer you wish to modify in the drop down box labeled Installers.
  2. By filling out the address fields in the Start Address section a pin on the map, labeled with a star, will be displayed as where this installer starts his or her day.
  3. You have an option to change the installer’s daily schedule Monday – Sunday by setting their working start and stop This will change how their schedule looks on the calendar when scheduling jobs with a lighter colored section set for the duration of start and stop times, and a darker color for the out of schedule times. However, you may still schedule jobs outside of their defined schedule.
  4. Set the number of jobs this installer can perform in the morning and afternoon by setting their AM Cap and PM Cap. This number will be reflected in the capacity section for the weekly scheduler.
  5. Lastly you may add an exception to this installers schedule here if you’d like. These exceptions could indicate vacation days, out sick, or time off.
    • Click the button labeled Add Exception.
    • Type in the reason for the exception: out sick, vacation, etc.
    • Choose the Start Date, End Date, Start Time, and End Time of the exception.
    • Click Save.

Job Area / Geographical Area

Next you will need to define the area where your installers perform their work. This is done by creating a job area and assigning zip codes to that area, followed by which installers work in that area. This allows you to:

  • Automatically select the branch, job area and installers based on the install address.
  • Group specific installers by geographical location.   You may have installers that work in North Portland, and separate installers that work in South East Portland. Based on the zip code, only installers assigned to the job area will show.
  • Take advantage of the weekly scheduler found on the ECI Screen for easy scheduling.
  • Visualize the individual capacity of installers and capacity of the entire job area for a given day of the week.
  1. To setup your job area, from the Lists menu select Job Area.

Job Areas

  1. From the Job Areas window click on a blank line in the column labeled Job Area Name, and type in the name of your job area. This could be anything from a city name to neighborhoods, any way you can distinguish this area from another. Additionally you have an option to check whether or not existing job areas are inactive under the column labeled Inactive.
  2. Click the button labeled Edit.
  3. You should now be in the Job Area Maintenance To add installers to this job area click the button labeled Add Installer.
  4. In the column labeled Installer Name a drop down box will appear. Lick and select the installer to add to this area.
  5. In the Display Name column, choose what name you want the installer to show up as in the weekly scheduler.
  6. Additionally you may add the Default Ship To Location to this job area. Any orders placed for jobs assigned to this job area will have this ship to location set, by default. Meaning, these orders will be delivered to the location specified here unless changed on a purchase order.
  7. Define the geographical area of this job area by assigning the zip codes associated with it. Click on Add/Delete Zip Codes.
  8. This takes you to the Zip Code Associations First select the state you’re working in found near the top of the window in the State selector.
  9. Next, you need to highlight/select the lines that you’d like to add to this job area. You may take advantage of Windows’ hot keys to select multiple lines by either shift-clicking or ctrl-clicking multiple lines.
  10. After highlighting the rows, select the branch and the job area to assign to these zip codes.
    1. Select branch by choosing the branch that services this area. Click the drop down box under the Branch section and click Set Selected.
    2. Select the Job Area to assign these zip codes. Click the drop down box under the Job Area section and click Set Selected.
  11. When finished click
  12. All of the zip codes you selected should appear in the Zip Codes list found in the center of the Job Area Maintenance
  13. When finished click Save.

 

Using The Scheduler

The Job Area Scheduler

When the scheduler settings are in place there will be a drop-down field labeled Job Area.

The Job Area can be selected manually, however when the Install Address has been filled in the Job Area will be automatically selected based on zip codes in the Job Area settings.

If the ECI{F4} tab is enabled, the Weekly Scheduler can be made a part of it if that setting is selected.

It will show at the bottom of the ECI{F4} tab. It will look like this.

Each Job Area in the Weekly Scheduler can be expanded to display the capacity of the Installers assigned to it. But if you double-click on any of the days displayed, that will open the Job Area Scheduler.

The same Job Area Scheduler can be accessed via the [Schedule] button on the General Info{F8} tab.

Double-clicking on a time slot in this view will assign the current workorder to that slot in the installer's schedule. By default it will occupy 1 hour but this can be adjusted up or down by click-dragging the bottom edge with the mouse. Also, the job can be moved up or down the schedule with the mouse.

If the new order has not been saved yet, the job will read on the schedule as 'New: Workorder.' Once it has been saved it will display more workorder detail.

If more than one installer are assigned to a Job Area, they will be displayed in the Job Area Scheduler in columns.

Jobs can be moved from one installer to another in the same job area. The workorder will be updated accordingly.

 

The Daily Scheduler

The Daily Scheduler is where a dispatcher can view and make scheduling adjustments to all jobs assigned to Installers, Job Areas, and Branches. It can be accessed with this icon on the toolbar.

Filter by the Criteria selections provided at the top of this window. You can set a default configuration with the [Set Default] button if you find a configuration you will use the most.

If a Job Area has multiple installers their jobs will be grouped by color in that third unlabeled column.

The [Display Map] button in the upper right of the Daily Scheduler will open a window using a Google Maps API to display a route map of the jobs currently listed.

 

The bottom section of this window is labeled [Installation Data]. When an order is highlighted these fields will be active. In these fields a user can make schedule-related changes to orders. And changes will be executed when the [Update Data] button is clicked.

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