3.37 Scheduler

Scheduler is another way of sending job offers to staff but with added features and functionality. Scheduler allows user to send offer via SMS, Email and to the mobile applications – CrewGo App and CrewGo Staff App.

Scheduler also allows you to select crew members based on their On Call Status, Ranking, Proximity to the Job Location, and Abilities. It also allows you to send job offers with multiple shifts. You can access Scheduler through the Calendar or through the Jobsheet.

If you do not see Scheduler in your system, contact PM / CrewGo so they can add this new feature for you.

ACCESSING SCHEDULER

Select the job from the Calendar, expand the job Card and click Scheduler.

Scheduler is also found at the footer of the Job Sheet page.

TWO TYPES OF SCHEDULER

MANUAL – You have to select the crew from the available list and send the offers to them manually. You can also confirm staff to shifts or pencil them in.

AUTO – Sending of job offers are done automatically. Simply enter the number of staff that will be sent offers based on the time you prescribed in the minutes field. You can also specify the ranks of the staff.

3.37.1 Manual Scheduler

Select the shifts from the job sheet by ticking the checkbox and click Scheduler>Manual. The Scheduler page will open in a new tab.

You can use the following options in the Scheduler page when sending job offers to crew member:

Rank – The list of available crew members will be listed according to their rank. By default, the crew are listed on the Scheduler page according to their ranks.

On Call – Staff will be listed according to their on call status. Staff who activated their on call status from the Crew Access portal will be on top of the list

Proximity – When this is selected, the crew are listed according to their proximity from their home address to the job location. Crew members nearest to the job location will be on top of the list.

Merge Shifts – You can combine shifts into one using the Merge Shifts button. This means a crew member will only receive one SMS, one Email or one App notification when job offers or job confirmation are sent. Select the shifts that you want to merge and click Go.

Select Abilities – Crew Abilities are specific abilities that a crew possesses. You can further filter the list of available crews by selecting an Ability. When an ability is selected, only crew members with the specific ability will be listed.

3 Ways of Sending Offers and Confirmation

You can send job offers or job confirmation to a crew member using SMS, Email or via the App. SMS and Emails are sent according to the mobile number and email address in the Crew Profile of the staff. The setting in the Crew Profile should also be activated.

FOOTER FUNCTIONS

Each shift has three functional buttons that you can use – Pencil, Offer and Confirm

Pencil – when you pencil in staff to a shift, you are just planning to assign that specific crew to that particular shift. Pencil does not mean confirmation. No message is sent to the crew when they are penciled in to a shift.

Offer – shift is being offer to the crew. Shift offers are sent via SMS, Email or App depending on the selection of the user.

Confirm – when this is used, crew is confirmed to a shift and a confirmation message is sent to the crew.

Different Methods of Sending Offers

NOTE: When an offer is sent to a crew and the crew accepted the offer, he/she will be automatically confirmed to the shift.

Method 1 (Sending a Single Shift Offer to Crew)

1. Click how you want your crew to be listed: Rank, On Call, Proximity

2. Select an Ability if you want to further filter the crew list.

3. Select how the offer will be sent: SMS, Email and App

4. Select the crew from the shift by ticking the box.

5. Click Offer.

After clicking Offer, the preview of the message will be displayed. Since SMS and Email are selected, a preview of SMS and Email will be displayed. You can modify the content of the offer message. Click Send Message.

The Email and SMS logs will appear next to the name of the crew where the offer is sent. You can click on these logs to preview the offer message.

Method 2 (Multiple Shift Offer to Crew)

1. Click how you want your crew to be listed: Rank, On Call, Proximity

2. Select an Ability if you want to further filter the crew list.

3. Select how the offer will be sent: SMS, Email and App

4. Select the crew from the first shift by ticking the box.

4. Select the crew from the second shift by ticking the box.

5. Click Offer from the bottom of the page.

There will be 2 separates SMS and 2 separate Email that will be sent to the selected crew.

Click Send Message.

The Email and SMS logs will appear next to the name of the crew where the offer is sent. You can click on these logs to preview the offer message.

Method 3 (Sending Offer Using Merge Shift)

1. Click Merge Shifts.

2. Select the shifts that you want to merge and click Go.

3. Click how you want your crew to be listed: Rank, On Call, Proximity

4. Select an Ability if you want to further filter the crew list.

5. Select how the offer will be sent: SMS, Email and App

6. Select the crew from the first shift by ticking the box.

7. Click Offer from the bottom of the page.

After you clicked the Offer button, the preview of the offer message will be sent.

NOTE: The difference between the Multi Shift Offer (Method 2) and Merged Shift (Method 3) is that the crew will only receive one offer message for SMS, Email or App regardless of the number of shifts.

If there are 10 shifts, there will only be 1 SMS, 1 Email and 1 App Notification for the message offer. If you use Method 2 to send the offer, the crew will receive 10 separate SMS, 10 separate Email and 10 separate App notification for the job offer.

The above-mentioned methods also work for the Pencil and Confirm. Instead of clicking the Offer button, click Pencil or Confirm button.

When a staff is manually confirm to a shift, his name will appear as the confirmed staff and no other offer can be sent for that particular shift.

Manually Confirm a Shift

In the Scheduler page, select the name of the staff that you want to confirm and click Confirm. Just like sending offers, you can use the Rank, On Call and Proximity buttons to sort the available crews. You can further filter the crews using Abilities and send confirmation via SMS, Email or App.

The preview of the Confirm Message will be displayed. In below screenshot, the preview is for SMS and Email since these are the options selected in the Scheduler window. Click Send Message.

The name of the staff will be confirmed to the shift. You can click Clear to remove the staff from the shift.

When you click on Clear, a preview message of Shift Cancellation will be displayed. Click YES if you want to proceed with the shift cancellation.

Pencil In Crew in a Shift

In the Scheduler page, select the name of the staff that you want to pencil in and click Pencil. Just like sending offers, you can use the Rank, On Call and Proximity buttons to sort the available crews. You can further filter the crews using Abilities and pencil in the crew.

The selected crew will be penciled in to the shift. There will be no message sent to the crew when using the Pencil function.

3.37.1 Auto Scheduler

The Auto Scheduler will automatically send offers to qualified crew. Similar with the Manual Scheduler, you can also use Rank, On Call, Proximity and Merge Shift.

Rank – the offers will be sent according to their rank.

On Call – job offers are sent to crews who are on call

Proximity – job offers are first sent to crew who are nearer to the job location

Merge Shifts – shifts are merged and offers are sent using Rank.

Tick the shifts that you wan to use for Scheduler. Click Auto from the Scheduler menu in the Job Sheet.

The Auto Scheduler menu will pop-up.

1. Select from Rank, On Call, Proximity or Merge Shift. Your selection here will determine on who will receive the offers.

2. Select how to send the offer if via: SMS, Email, or App

3. Select Ability: only crew member with the Ability will receive the offer

4. The values entered here will determine the volume of offers sent to crew. In the screenshot, job offers will be sent to 2 available crews every 2 minutes.

5. The values entered here will determine the rank of who the crew members who will receive the offers. In the screenshot below, only crew member wit rank 900 to 990 will receive the job offers.

6. Select which page you want to go to after clicking Go. You can tick the box of Open Schedule page once you completed Auto Schedule or tick the box of Return to previous page if you want to go back to the previous page after you click Go.

7. Click Go.

If you selected Open Schedule page, a new window will open to display the Scheduler page. Offers will be sent to the crew as indicated by the logs. In Auto Scheduler, offers are sent to qualified crews and if they accepted the offer they will be confirmed instantly except for Auto Scheduler – Merge Shift.

For Auto Scheduler – Merge Shift, if 3 crew members accepted a shift, there will be an interval before someone gets confirmed. The system will select the best crew member among the three who accepted the offer then auto confirmation is sent to the crew.