Path: Transactions > Time Manager > AI SmartScheduler
On the AI SmartScheduler window, click the AI Schedule button to open the AI Scheduling popup window where you can select the Time Frame, Technicians, and Tasks to be scheduled.
Select Time Frame
You have the option to use the Quick Select buttons, or you can select the exact From and To dates (start and end) for the schedule.
The Time Zone used is the one assigned to the logged-in User’s record. If none is specified, the one found in Client Info / Preferences is used.
Select Techs
Use the Quick Select buttons to choose Technicians by Trade, Shop, or Repair Center. When your Repair Center or Shop has several Trades, you can use Filter by Trade or Filter by Shop to reduce the list to the desired Trade.
You can also select Technicians individually using the selection field at the right.
Select Tasks
You have several options in this section.
Of note is the Add all ‘No Hours’ tasks check box. If this check box is marked, Tasks will be included in the schedule even if they have neither Labor Standard Hours nor Average Hours.
Look to the right side of "No Hours" lines for a clock icon. You can click the icon to assign hours so the Task can be included in the scheduler. The hours you enter here are added to the Average Time (hrs) field on the Task window.
Add More Tasks
To add more Tasks from the Task Schedule window, select the + Add Tasks button. The Add Tasks window includes options to select other Tasks, and for Tasks with no Avg Hours, a clock icon on the right side gives you the option to assign hours and have the Task included in the Scheduler.
Run Scheduling
When you click the Run Scheduling button at the bottom of the AI Scheduling popup, the system displays the Task Schedule window with the selected Technicians listed at the left and the selected unscheduled Tasks below. Tasks already scheduled will show in the corresponding technician’s "swim lane".
Once the schedule is completed, you have the option to change the schedule by using drag-and-drop to move schedule blocks. You can also remove the scheduled blocks.
The Proposed Schedule buttons at the upper right give you the option to Discard the proposed schedule or Apply.
After a proposed schedule is run, even if discarded, an additional button on the AI SmartScheduler window indicates the number of Scheduling Jobs/Solutions that have been run.
Add or Remove Technicians
You can click the Clear Technicians or Add Technicians buttons above the list of Technicians. If needed, use the X beside each Tech or Task to remove them from the schedule.
Once you are satisfied, click the AI Schedule button to start the process.
The Run Scheduling popup asks you to verify that “…each technician in the schedule is affiliated with the same repair center as the tasks(s).” Click the Run Scheduling button if your Tasks and Technicians meet the criteria.
Depending on the number of Tasks and Technicians, it can take a while to run an AI Schedule. If so, you can allow it to run in the background while you tend to other work.
Click the View Results button on the AI Scheduling Solutions popup when it is complete to see the proposed schedule and make any needed changes.
Proposed Schedule
Once the Proposed Schedule is visible, you have the option to make changes to both Tasks and Technicians. When you are satisfied with the schedule, click the Apply button at the upper right in the Proposed Schedule area
.
If the schedule does not meet your needs, you can click the Discard button and start over.
These icons in the left panel change the Technician lines:
Lock Technician in Schedule
Remove Technician from Schedule
Unlock Technician from Schedule
Clear Technician tasks from "swim lane"
Similar icons used on the Task lines are in the "swim lanes":
Lock Task, which results in a change in the appearance of the block
(can be unlocked)
Remove from Schedule. Leaves a blank in the "swim lane"
Other changes and alerts on this window include:
If Task time needs to be reduced or enlarged, click and drag a block in the "swim lane".
This message shows up in lower right of schedule when there is an issue to be resolved.
Click to remove all tasks in the bottom section of window.