Table of Contents
Purpose
Time-Based Scheduling assists in scheduling visits at specific times instead of just on a specific day. You can set working hours for your crew, view available time on the schedule board, and schedule overnight visits with this feature.
Set Up Time-Based Scheduling
To start using Time Based Scheduling, you must first configure your Branch and Route settings.
Branch Level Settings
Navigate to your Profile Icon, then Administration.
Select Organization from the tabs at the top.
Choose the Branches tab, and select the branch you would like to use Time-Based Scheduling.
On the branch details screen, scroll to the Time-Reporting section, and check the Time-Based Scheduling checkbox.
Click Save.
Once the branch settings are made, you can proceed with route and hour set up in the Scheduling module.
Route Settings
Setting Working Hours for a route displays available schedules for the time based visits.
To set up Working Hours for time based scheduling, navigate to the Scheduling module.
Select the three dot menu and then Manage Routes.
Choose a Route. Select Time-Based to view the option to set working hours under the Scheduling panel.
Select Add to Schedule to add your working days for the Route.
Click on the days that this Route is available for work.
Click on the clock icon in the Start and End fields to add start and end times for the days you have selected.
Click Save to finish adding your working days and times to the Route Schedule.
📌 Note: If you have varying schedules for each day, you can add custom times on this screen by editing each Start and End time:
📌 Note: The time ranges that you set up cannot overlap.
Example: If you are create working hours to include an overnight shift to be scheduled from 9:00 PM to 3:00 AM starting on Tuesday night, you must set a time range of 9:00 PM-11:59 PM on Tuesday and another time range from 12:00 AM to 3:00 AM on Wednesday.
When your route Working Hours are set, you can proceed with adding Time-Based Visits on the schedule board!
Things to Know Before Scheduling Time-Based Visits
Route Optimization is disabled for time-based routes.
Moving a Time-Based Visit to a route that does not have Time-Based Scheduling set up will convert that visit to a Day-Based Visit.
When viewing the schedule in Crew Mobile, the time zone is set based on the crew member’s device time zone.
To easily identify if Time- Based Visits are set up for a Route, they will have a clock icon next to the time zone used in the Route:
A gray banner of working hours means that no scheduled visits exist yet:
A blue banner on a visit day indicates that there are scheduled visits made during the Route Working Hours.
A scheduled day that has a red background means a scheduled visit conflicts with the time of existing visits or that the visit is outside of the Route Working Hours.
A link icon will appear on scheduled work tickets that cannot be modified because they are part of a time-based visit that spans multiple days.
To make changes, edit the scheduled work ticket that contains the Start Time.
Scheduling a Time-Based Visit
Once you have set working hours on your routes, you can schedule a Time-Based Visit for Work Tickets.
Once your Time-Based Route has been configured under Manage Routes, you can proceed with scheduling your first Time-Based Visit.
Open the Work Ticket list and schedule a ticket on the schedule board.
The Confirm Visit Details window appears. Set the Visit Start and Visit End Date information. Save.
The Time Based Visit information is added to the scheduled work ticket.
For Overnight Visits
A Multi-day visit will appear as separate tiles on the Schedule Board and show the days when the visit starts and stops.
For example, a visit for Monday at 11:00 PM to 2:00 AM on Tuesday will not appear as one tile on Monday. It will appear as 11:00 -11:59 PM on the tile for Monday and again on Tuesday from 12:00-2:00 AM.
You can only view the hours, noting the visit's length in the scheduled work ticket with the Visit Start date details. The scheduled work ticket that displays the End time will always display a value of 0.00.
You can stretch the ticket displaying the end time across the schedule board, but you must delete and drag and drop an overnight visit using the placard displaying the start time.
Attempting to make changes from a tile that does not contain the start time will populate an error message.