Scheduling Admin and Support Workers

Scheduling Admin and Support Workers

Scheduling Admin and Support Workers

Most of the scheduling done in BizScheduler is concerned with scheduling Workers to perform Services for your Customers, what people often refer to as revenue-generating workers. However, you may also want to schedule the time for your admin or other non-revenue workers.

Basic Setup

Worker On Calendar

In order to schedule someone, they need to be a Worker and they need to be On a Calendar. To help with clarity and minimize any confusion about your scheduled work for customers, you may want to create another Area (Calendar) for your Admin/Support staff. This article will help with that: Adding a New Area.
Once you know which Area you want to schedule your Admin/Support worker:
  1. Go to the Hub and select Workers under the Tools section
  2. Find or add the Worker you want to setup for scheduling
  3. Make sure that you set them to be On Calendar for the Area you want to schedule them from as well as any other permissions they will need

Service to Perform

Your Admin/Support workers need to DO a service. Typically they just have a single service that they will be doing...you probably don't want to manage all of the details of their work within BizScheduler. Some examples of the Service that might be created for this are Admin, Shop, or Support Staff. This article will help with that: Add or Change a Service.

Customer to Serve

Since you will be creating a Job for your Admin/Support workers in order to schedule them, use their clock-in/clock-out entries, etc., you will need to have a Customer for them to be scheduled to work with. We always suggest that you create your own company as one of your Customers. This is one of those cases where it works very well to have yourself in as a Customer. You could also create a Customer record with some other name, like Admin/Support Scheduling.

Scheduling Admin/Support Workers

Now all you need to do is to schedule this Worker on the Calendar you are showing them on, doing the Service you created for them for Your Company as the Customer (or whichever one you selected for this purpose).
Here is a typical scenario, but there are many options that you can do as well. Let's say they work Monday through Thursday from 8:00 AM to 3:00 PM. 
  1. From the Job Calendar, select the Calendar (Area) that you want to schedule them on
  2. Create a job that starts Monday at 8 AM for Your Company doing the Service called Admin
  3. Set the End Time for 3 PM and Save the Job
  4. Click the Copy Job button and select Tuesday at 8 AM
  5. Click that Job to open it and click the Copy Job button and select Wednesday at 8 AM
  6. And yes, you guessed it, click that Job to open it and click the Copy Job button and select Thursday at 8 AM to finish the setup for the first week
  7. Now you can go to each of these 4 jobs and make them Repeating Jobs, set to Repeat Every 1 Week
    1. You can either set an end date or turn on the Auto Repeat feature
You now have that all set for their schedule, using individual repeating Jobs. With this structure in place you can:
  1. Change any individual start/end times if their schedule changes temporarily
  2. Change the repeating jobs going forward if their schedule changes (make the change from the job that shows their newly revised schedule)
  3. Delete jobs for days that they will be gone
  4. Have them log in via the Mobile Work Order to clock-in/clock-out as well as to use other features found in Mobile Work Orders 

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