Overview of Scheduler

Scheduler

Scheduler allows the ability to send out predefined forms and/or documents to employees based on a schedule date. This is great for automation when it comes to Safety Talks, SWPs, Monthly Inspections, Emergency Equipment Checklists, and even Maintenance Records.

Another great note on Scheduler is the employee will get an email AND a badge notification on their mobile device letting them know which document they must view.

1. Click Administration
2. Click Scheduler from the drop down menu.
   1. This will open the Scheduler Tool. This tool allows you to add custom schedules which can be used by your organization. 
3. To add a new schedule click the Add Schedule button at the top of the page. 
   1. This is a several step process that allows you to connect the new schedule with your company's projects, users, form templates, documents and notifications. 
   2. If you do not wish to attach records like this to the schedule you can leave them blank.
4. Click Save & Close when finished. 

Schedule Task Actions

1. Click the status toggle to set a schedule as Active or Inactive.
2. Click the play icon to run a scheduled task now.
3. Click the edit pencil to edit a task.
4. Click the copy icon to duplicate a scheduled task.
5. Click the trash can icon to delete a task.
6. Click the history icon to view the scheduled tasks history records.

How to Add a Schedule

To create a schedule:

1. Click on the Tools tab and navigate to Scheduler.
2. A separate window will appear. Click on Add Schedule in the top left-hand corner.
3. Name your schedule in the provided field
4. Select the project for the schedule from the available list.
5. There are 2 scheduling options available: When scheduled, which can choose frequency and time, or On Demand, which would go out right when you push it out.
6. Choose the start date of your schedule, and once your schedule preferences are selected, click Next. End date is not required.
7. Select the schedule time to choose what time the schedule should be sent out.

How Add Employees to the Schedule

You can choose to send the schedule by selecting the employees, by selecting the projects, OR by selecting the groups / labels. Best Practice is selecting the groups to ensure the correct people are getting the required scheduled forms/documents.

Simply click Add Employees to Schedule, then Add Employees or Groups.

You can either:

• Search employees/groups, click the box beside the name of the employee/group, and select add to add them to schedule. You can add multiple employees/groups this way as well.
• Once you have selected who you are sending the schedule to, select Continue.

How to Add Forms to the Schedule

1. Select Add Templates. Choose the form from the groups you are wanting to schedule and select the box beside the name and select add to add it to the schedule, exactly like how you did when attaching an employee.
2. If you do not see the form you want to send, double check to ensure the form is published. Select Continue.

How to Add Documents to the Schedule

1. Select Add Documents.
2. Choose the document from the groups you are wanting to schedule and select the box beside the name and select add to add it to the schedule.
3. If you do not see the document you want to send, double check to ensure the document is published. Select Continue.
4. Add Email Notifications
5. If you want to send a summary email of what you are sending and to who (for example, to upper management), select Add Emails. You can choose a name from the drop-down menu as you have in previous screens, or you can type in the email address of a third Party. Select Add.  If no summary email is required, select Save & Close. You will be directed to the Scheduler main page.

Schedule Error

If employees are not added to the schedule, you will receive an error message. Select Cancel and proceed back to the Employee tab to add employees.

How to Send a Schedule

• On the Scheduler main page, you can review all schedules currently in place.
• You can activate or inactivate a schedule as well as edit, trash, or view history by clicking on the related icons.
• To send your ON DEMAND schedule, click the green play button icon. This will push out your schedule immediately. Remind the employee(s) to synchronize their device.

How to View Schedule History

• In Scheduler, clicking on the Show History by the schedule name will bring you to another screen. This screen will show the title of the schedule, how many employees, how many have not synced, how many have sync’d, how many have completed the schedule, the show stats icon, and the schedule created date.
• The pie chart breaks down the numbers into waiting to sync (red), sync’d (yellow) and done (green). Hovering over the different colors of the pie chart will show you the numbers.
• Clicking on the show stats will break the schedule down into the specific people, as well as an option to send a reminder email to all.

Scheduler Reports

To view a user report of all the individuals that are associated with each schedule, first navigate to the Reports page under the Administration menu.

From here click the Users by Schedule sub menu link.

This page will display a folder for each different schedule that will contain a list of all the users that are associated with that specific schedule.

Clicking the Export button will save the data that is currently filtered as an Excel (.xls) sheet.