To create appointments for an employee and thus be able to schedule them, start in the menu under PIaning > Appointment Scheduler > Calendar.
Now you can see the calendar with all your employees. First, choose the view in which you want to schedule by selecting the daily, weekly or monthly view in the upper right corner.
The gray columns in the calendar view indicate on which days your employees are not working. These days include holidays, vacation days and other absences. These days are automatically detected by the system, so you can be sure when an employee is actually available for the appointment.
You can also personalize the calendar structure. Click on the settings icon at the top right and select the start time and end time you want to schedule the appointments in the “Custom” field. The system also detects the start and end time automatically, e.g. if you click on “mornings only”, the start and end time will be from 6:00-12:00. Now you can define the number of hours per column and splitting of the columns.
If your working time does not cover the whole week, you can define on which days of the week you or your employees do not work in the visible days. Finally, you have the possibility to choose the size of the time snapper.
Click Update and the view will be applied automatically.
With the “Nr of hours per column” function, you specify how many hours go into a column. In the “Split column in” option, you select how the columns should be split. Example: For example, if you select 2 hours and 4 columns, two hours will be split into four columns. This means each column has an equivalent of 30 minutes.
Next, you can select the length of the snap. If you set the snap to 15 minutes, it means that when you click and drag, you will move in 15 minute intervals.
To create a new appointment, make a click directly in the calendar or add it using the plus button on the top left. Then you will see a field where you can enter a new appointment. Select the day, start and end time of the appointment. Then select the client, the project and the task. The address you defined when creating the customer will then be automatically applied by the system. Click Save and the appointment will be displayed in the calendar view.
If there are changes in an appointment, you can easily adjust it with click and drag. You can also assign users by drag and drop. If you want to assign multiple users, you can also copy the appointment. To do this, hold the shift key and drag the appointment to the respective user.
If you want to remove/edit an appointment that affects multiple users, the system will ask you whether to remove/update the appointment for all selected users or remove/update the appointment only for […]. After you have made the appropriate choice, confirm your change by Update or Delete.
To assign employees to the appointment, simply click Add more users to this appointment when entering the new appointment. Now you will see all available employees and their skills. You can add the employees one by one or select all visible on the page at once. You also have the option to filter by the skills or by individual employees using the search field.
After you have selected the employees belonging to the appointment, save your selection using the Save button at the bottom right.
When scheduling, you can jump to specific days or months that are in the future. Click on the calendar icon in the upper left corner and select the month and day when the appointment should take place.
The second option is to click on the “Plus” button and add a future appointment.
If you want to see the appointments for a specific client, you can do so in the “Client name” bar on the top right. Client names are not displayed in this field until appointments are defined in the calendar.
You can also filter by projects, task, tags and notes by clicking the search icon and specifying the desired information in the empty field.
Tags# are also available for filtering. You can use tags to categorize and filter your appointments. Click the hashtag (#) icon and select your desired tag, for example – Factory 1 and confirm the selection by clicking Submit. This will allow you to see only the appointments scheduled for Factory 1 in the calendar view. You can also set multiple tags to see specific appointments at once. This is especially convenient for a clear presentation of the appointments in the calendar.
If you have multiple appointments created at the same time, you will receive a warning in your calendar that appears by the employee’s name. This overlap is highlighted in orange in the calendar view. If you point with the cursor on the exclamation mark next to the employee, you will be informed when the overlap occurs.
However, the notification is only an information for you. The system will not forbid you to continue your planning.
We are happy to help you!
Contact Polina from our support team:
support@timetrackenterprise.com
