Work Order Scheduling ~ Process Guide

The ability to observe work- loads, assign work orders to multiple technicians using a “drag and drop” feature, and reassign work as needed.  When enabled, Work Order Scheduling allows customers to schedule work orders to technicians from a work order search directly to a calendar view. 

Features:

• Role Configuration – can be made available to anyone based on role permissions
• Toggle calendar view on/ off from Work Order search or landing pages
• Default Status – can set defaults for Scheduled/ Unscheduled Work Order Status
• Drag and Drop – when the calendar is enabled the User can click, hold, drag a Work Order to a particular user (based on User trade) and drop it on a selected day to schedule and assign a Work Order simultaneously
• Schedule multiple Work Orders simultaneously

Work Order Scheduling – Setup

Enable the WO Scheduling function under the Permission Matrix per Role.  

The scheduling icon will appear in the Work Order menu bar at the top of the Work Order landing page. Clicking this icon will open the calendar view on the Work Order landing page

Icon Definitions:

 ~ Work Order Scheduling Calendar button; Clicking this button will open and minimize the calendar at the bottom of the screen

~ Multi-Work Order Scheduling icon; Click this icon to schedule multiple Work Orders to a User on the calendar.  Select one, or more, Work Orders from the Work Order landing or search page, click the icon, select a User and adjust the Estimated Hours (if necessary).

~ Scheduling Icon; Click and drag this icon to the calendar to schedule and assign Technicians.  This will update the Scheduled Date field in the Work Order if the Work Order is not already scheduled – the earliest scheduled date will appear as the Scheduled Date.

~ Trade Selection button; Clicking this button will open the Trade window.  User can select 1, or multiple, trades at once to display in the calendar for scheduling, a “Blank” option has been included to display Users that are not assigned to a trade.

After a Work Order has been scheduled on calendar there are several options that can be used to update the Work Order and Schedule Entries. Click the icon on the scheduled WO on the calendar 

will open the options window 

• Update Schedule Entry: Clicking Update Schedule Entry opens a pop-out that allows for the manipulation of Work Order Estimated Hours, User (within the trades chosen in the Trade Selection button), Scheduled date and Technician Estimated hours.

*Technician Estimated Hours is based on an 8 hour work day and will reflect on the calendar schedule – the schedule entry for 6/27 shows that the 2 work orders total an estimated time of 5 hours; 5.00/ 8.00 – displays that 5 hours of the 8 hours in the work day

• Edit Work Order:  Clicking Edit Work Order will open the Work Order Edit window. Similar to clicking the pencil on the Work Order landing/ search pages

• Split Work: Clicking Split Work will open the Update Schedule Entry pop-out with a blank User dropdown where the work can be split among 2 Users.  By selecting another User the Work Order will appear next to the selected User with the Estimated Hours reflecting the same information unless edited in the Split Work pop-out.  Using the Split Work function is only available in the Calendar options

• Duplicate Schedule Entry: Clicking Duplicate Schedule Entry will open the Update Schedule Entry pop-out and update the date for the next calendar day

  

• Delete Schedule Entry: Clicking Delete Schedule Entry will delete the entry from the calendar.  Deleting the schedule entry will remove the User from the Assignment list in the selected Work Order.

Once Work Order Scheduling is enabled a new Work Order Schedules portal will appear on the Work Order Edit screen.

• Clicking the + Add Schedule button will open the Create Schedule pop-out where a User can be scheduled, and Estimated Hours can be updated.

Default Status’ can be assigned under Admin > Facility Configuration > Work Orders "WO Scheduling Default Scheduled Status" & "WO Scheduling Default Unscheduled Status".  When a Work Order has been Scheduled using the WO Scheduling tool the Status of the Work Order will automatically update.

Reviewed/Revised: 6/2025