How Do I Set Up The Auto Scheduler?

In order to set up your Auto Scheduler or check your settings to ensure that everything is set up as expected, first you will need to ensure that you are logged in as an Account Manager and then head over to the Settings menu by clicking the option in the top right. Next select the Auto Scheduler tab to see the current options that are set up on the account. The options here relate to how the Auto Scheduler will work when the All Group filter option is being used, please see below for how to set up Auto Scheduler options for when you filter by group during Auto Scheduling. Please note that this article will use the word Group, however this may be shown as Team on your account depening on how your account was set up.

Auto Scheduling Without a Group Filter

These settings allow you to set the Max Contract Minutes, Start At, End At, and Route back to origin at end of schedule. Adjusting these options will change the limits of Auto Scheduler and how it will work to allocate staff members. The below explains what each of these options do:

• Max Contact Minutes relates to the maximum number of minutes that a staff member can be allocated to for events that are Auto Scheduled using the All Groups filter option. For example, if this is set to 200 minutes then any events Auto Scheduled using All Groups will only allocate up to 200 minutes on each staff member, this will take into account any events that the staff member already has allocated. If a staff member already had 60 minutes of visits allocated, then the Auto Scheduler would only add up to another 140 minutes of visits onto their schedule.
• Start At and End At relates to the core hours that the Auto Scheduler will schedule for when using All Groups as a filter option. For example if this is set to be 10:00 and 13:00 respectively, then the Auto Scheduler will not allocate events outside of this time.
• Route back to origin at end of schedule relates to setting the Auto Scheduler to try and ensure that the staff members home or office address, depending on what was set for the staff member, is taken into consideration to minimise the travel between the staff members last visit and their return home.

Once the settings have been changed to your requirements, simply hit the green Save button to confirm the settings.

Once saved you will receive a green confirmation message at the top of screen and you should now be able to Auto Schedule as required by heading to the compact view. Please remember that these settings will only apply if you are using the filter All Groups when Auto Scheduling, if you want to use group filters please continue reading.

Auto Scheduling Using a Group Filter

In order to set up Auto Scheduler options that are specific to each group we first go to the Settings menu and then select the Groups tab. Note that these settings will only apply when you are filtering the compact view by a Group, if you filter by All Groups the without a group filter settings will apply.

The first options here apply to when creating a new group. When creating the new group there is a new section called Group Auto Scheduler Settings. This works in the same way as the Auto Scheduler settings above, however it is specific to when we filter your Auto Schedule using the new group we are creating.

Input the options that are relevant for you and select the green Save button to create the new group, the below explains what each of these options do:

• Max Contract Minutes relates to the maximum number of minutes that a staff member can be allocated to for events that are Auto Scheduled using this group as the filter option. For example, if this is set to 200 minutes then any events Auto Scheduled using this group as the filter will only allocate up to 200 minutes on each staff member. If a staff member already had 60 minutes of visits allocated, then the Auto Scheduler would only add up to another 140 minutes of visits onto their schedule.
• Start At and End At relates to the core hours that the Auto Scheduler will schedule for when using this group as a filter option. For example if this is set to be 10:00 and 13:00 respectively, then the Auto Scheduler will not allocate events outside of this time.
• Route back to origin at end of schedule relates to setting the Auto Scheduler to try and ensure that the staff members home or office address, depending on what was set for the staff member, is taken into consideration to minimise the travel between the staff members last visit and their return home.

In order to edit a pre-existing group, scroll down to see a list of groups that already exist on your account. Here you can see the Core Hours, which are the current Start At and End At times for the group. If we select the orange Edit button on the right we can edit these Auto Scheduler settings.

This takes you to the group edit page, on the left-hand side you can see the Group Auto Scheduler Settings and can edit this to match your requirements when using a group to filter an Auto Schedule. Once you've changed the settings, click the green Save button to confirm your choices.

Once this has been saved, using the group as a filter option when Auto Scheduling will uses these settings instead of the All Group settings.

Related Articles:

• How do I set / view the Availabilities?
• How Do I Add A Group and Use the Filter View?
• How Do I Filter Services By Groups?
• How Do I Increase The Time Between Visits at Different Post Codes When I Auto Schedule?