There are two calender options within IntelliDealer one for Road technicians and one for Location technicians:

• Road technicians can be assigned to work orders created at any branch
• Location technicians can only be assigned to work orders created at their associated Service Location, as specified on the Service Information tab of the employee profile

By default, the system opens on the Location Tech calendar, displaying only work order blocks and technicians associated to your current location.

Location Tech calendar

To switch to the Road Tech calendar, click the Switch To Road Techs link. The screen refreshes, displaying all Road technicians and the work orders assigned to them.

Road Tech calendar

Note:  For more information regarding Road and Branch technicians, see the Technician List section below.

When using either calendar, all work orders scheduled for the current week is displayed, beginning on today's date. Signed Off, Closed or Deleted work order segments are omitted from the screen, as well as monthly work orders.

You cannot schedule service on any grayed-out dates as they represent days on which the selected technician is completely unavailable. Days with a striped gray background can be used to schedule service, however they denote that the selected technician is not available for 100% of their Shift Hours due to vacation time, sick time, or any other time off scheduled for the technician (as specified on the Time Off Hours screen.)

Time Off Hours screen

Below each date at the top of the calendar, the system displays the total scheduled hours and the total available hours for all technicians on that date. The total scheduled hours and the total available hours for the selected technician is also displayed in parentheses.

Total Scheduled and Available Hours

Note:  If a negative value is entered on the Time Off Hours screen for the selected technician (denoting overtime), the total available hours for the technician increases.

To the left of the calendar is a list of all the technicians at your dealership, along with their Weekly scheduled hours (for the week currently displayed on the calendar), their Total scheduled hours and their Over Due scheduled hours (if applicable).

Note:  If Over Due hours are displayed, any work order numbers associated to the Over Due hours amount are listed.

In order for an employee to be listed as a technician, the following conditions must be met:

• Technician Rate information as well as Shift Hours for at least one day must be configured for the employee on the Service Information tab.

  Note:  Any days for which no Shift Hours have been configured appear grayed-out on the calendar and you are not able to book the selected technician for these days.

• The Class assigned to the technician's Employee Profile must be active for service scheduling (the Omit From Scheduling switch for the selected Class is deactivated on the Classes screen)

• The Category assigned to the technician's Employee Profile must not be N/A (any employee assigned a Category of N/A does not appear on the Technician Service Scheduling screen).

• The employee cannot be terminated (the Termination Date field on the Employee Profile tab is blank)

If you are viewing the Branch Tech calendar, only technicians assigned to your current location are displayed (based on the Service Location field of the technician's Service Information tab.)

Service Information tab

If you are viewing the Road Tech calendar, only technicians for whom the Road Technician switch has been activated are displayed (as specified on the Service Information tab of the employee profile).

Service Information tab

If you have activated the Edit Technician Info switch in security system 819, the Edit Technician icon appears next to each technician, allowing you to edit their Road Technician setting, Service Location, Shift or shift hours on the Employee Information window.

Changing a technician's settings while they currently have work orders assigned to them can have a number of effects:

If a red certification icon may appears next to a technician's name, you can view any certifications the selected technician has been awarded on the Employee Certifications screen.

To the left of the technician list, a list of Unassigned and Scheduled work order segments are displayed depending on the tab that is selected.

Note:  If you are viewing the Branch Tech calendar, only work orders associated to your current location is displayed.
If you are viewing the Road Tech calendar, work orders from every branch at your dealership are displayed.

• Work order segments listed in the Unassigned tab have each been assigned to a non-real technician and can be scheduled and assigned to a real technician by dragging the segment block to the desired technician and date listed on the calendar.
• Work order segments listed in the Scheduled tab have been assigned to a real technician but are not currently displayed in the calendar because they have been scheduled for a date outside of the 7 days being shown (for example, the Scheduled Start Date may not be for another 3 weeks).

To search for a specific work order segment, enter the work order number in the Selection Criteria field.

Unassigned/ Scheduled sidebar

The color of each work order segment block displayed in either the calendar or sidebar represents the status of the order:

Work Order Segment icons

The following icons allow you to view more information about each work order segment block on the Technician Service Scheduling screen:

Note:  In addition to the following icons, if you are viewing the Road Tech calendar the location where the work order was created is listed prior to the work order number.

Icon	Description
M	Click this icon to view any memos associated to the work order on the Work Order Memo screen.
S	Click this icon to view all the segments on the selected work order number. Note:  This icon only appears if the segments associated to the selected work order have been assigned to multiple technicians (real and non-real).
	Click this icon to view any errors associated to the selected block.
	Click this icon to open the Customer - Work Order Header tab, allowing you to make changes to the order. Note:  If the Edit Work Order switch is deactivated on the Authorization List For Product Support - Service Scheduling screen, clicking this link opens the Work Order Details screen instead.
	When the selected work order has multiple segments, click and hold this icon when dragging the block to the desired date/technician. When you release the block, the Select Segments To Assign window appears, allowing you to select the exact segments you want to assign to the technician that you have dropped the block on. Note:  Although the Select Segments To Assign window appears by simply clicking the icon, if you want to un-assign a specific segment you must physically click and drag the icon/block back to the Unassigned/ Scheduled sidebar, then select the segments you want to assign to the non-real technician and enter the non-real technician number on the Unassigned Technician window. A work order block representing any segments still assigned to the technician remain on the calendar and a work order block representing any un-assigned segments appear in the Unassigned/Scheduled sidebar. For more information, see the Un-assigning or Re-assigning Work Order Segments section below.

Assigning and scheduling segments on the Technician Service Scheduling screen is simply a matter of dragging the desired work order block to the desired date and technician then, if applicable, selecting the segment(s) you want to assign from the Select Segments To Assign window. Where you drag the block however, determines whether or not the segment(s) are immediately assigned a priority code (Priority Scheduled Orders) or whether it is scheduled based on the date on which the block was placed (Date Scheduled Orders).

Priority Scheduled Orders:

Priority Scheduled Orders are listed beginning on the current date and cascade down the calendar based on the Priority Code assigned to the order/segment, the technician's available hours, and the number of hours required to complete the service. For example, in the following screen shot Alex Johnstone (who has 10 available work hours each day) has ten Priority Scheduled Orders assigned to him:

Technician Service Scheduling screen

Based on the sequence displayed on the calendar, work order W04208 has the highest Priority Code, C01208 has the second highest Priority Code, C03285 has the third highest Priority Code, etc. As such, each of these orders are placed on today's date (because ideally, they should be completed first, and the number of hours remaining on the orders fits within Alex's available hours.)

Priority Scheduled Orders

Order number C02675 also has a high Priority Code, but based on the Estimated Hours required to complete the service (as specified on the Segments tab) it stretches into tomorrow's date:

Work order segment blocks in the Unassigned sidebar become Priority Scheduled Orders when they are dragged to a date on which Priority Scheduled Orders already exist (meaning they are immediately assigned a priority code by the system that reflects the area of the calendar on which the block was dropped; if the block is dropped at the "top" cascading Priority Scheduled Orders, it is immediately assigned a "high" priority code so that the service can be completed first; if the block is dropped at the "bottom" of the cascading Priority Scheduled Orders, it is immediately assigned a "low" priority code so that the service is completed only after the other Priority Scheduled Orders are complete.)

On a nightly basis, the system automatically re-prioritizes the orders so that high-priority service is completed before low-priority service. During this process, the system also assigns priority codes to Date Scheduled Orders as soon as they are "bumped" by a Priority Scheduled Order block.

Note:  Because the order in which Priority Scheduled Orders are listed relies on the priority code and Scheduled Start Date assigned to each work order segment, the Priority Code field on the Segments tab is locked when using the Technician Service Scheduling screen, and the Scheduled Start Date can only be manually entered when assigning a segment to a non-real technician.

Date Scheduled Orders:

Date Scheduled Orders are orders/segments that have yet to be assigned a Priority Code because they have been placed on the calendar on a date on which no Priority Scheduled Orders exist:

Date Scheduled Order

As the Scheduled Start Date for a Date Scheduled Order approaches, as soon as the Date Scheduled Order block gets "bumped" by a Priority Scheduled Order block, the system assigns it a priority code during the nightly process so that it fits within the existing Priority Scheduled Orders, based on the following logic: 

• If the Date Scheduled Order has an Estimated Completion Date earlier than the date on which the Priority Scheduled Order "bumped" it, the system assigns it the "highest" priority code so that it can be completed as soon as possible.
• If the Date Scheduled Order has an Estimated Completion Date later than the date on which the Priority Scheduled Order "bumped" it, the system assigns it an "ending priority code" so that it won't be worked on until the other Priority Scheduled Orders are complete.

For example, if work order W03704 is scheduled for Friday January 9th and has a Estimated Completion Date of Monday January 19th, if a Priority Scheduled Order block "bumps" into on the 8th, on the night of the 8th during the nightly process the system assigns W03704 an "ending priority code", and on the morning of the 9th it appears at the bottom of the cascading Priority Scheduled Orders.

Note:  For more information regarding priority codes, see the Segments tab help topic.

To change the technician assigned to the segment(s) represented by a block, simply click and drag the block header or the icon to the desired technician and date, then, if applicable, select the segments you want to re-assign on the Select Segments To Assign window.

Select Segments To Assign window

To un-assign the technician assigned to the segment(s) represented by a block, click and drag the block header or the icon to the Unassigned/Scheduled sidebar then, if applicable, select the segments you want to un-assign on the Select Segments To Assign window and enter a non-real technician number on the Unassigned Technician window. If you do not enter a valid non-real technician ID on the Unassigned Technician window, you are not permitted to move the block back into the Unassigned/ Scheduled sidebar.

Unassigned Technician window