Purpose
The Schedule module allows users to schedule jobs, contracts, and work tickets. Users can search & filter, create new schedules, view schedules on the calendar, or share a calendar link with non-TRUE users.
Setup
To begin utilizing the Calendar or Scheduling module, we recommend configuring “Status” and “Resource” filters - either directly within the Calendar or via “Company Preferences”. Simply put, status are stages or identifying fields that can be assigned to a schedule to define the purpose of that schedule. This allows for easy filtering as well as color coding via the Calendar. Resources are people or things that need to be scheduled. This can be TRUE Field users, full TRUE users or equipment. Follow the steps below to setup your “Status” and “Resource” filters.
Note: To access the “Calendar” view of your TRUE Schedules, a Calendar seat is required.
Without Calendar Access (Schedules module only)
- Select the “gear” icon
- Click “Company Preferences”
- Select the “Calendar / Events / Schedules” section
- Use the “Status Filter” and “Resource Filter” lists to enter your filters
- Ensure that “Resources”, if users in the system (TRUE or TRUE Field) are entered as exact text matches in this field. Once configured, scheduling features such as accessing TRUE Time or TRUE Field via “Schedules” are automatically available
Use the “Enter” (Windows) or “Return” (Mac) key for each new status or resource, ensure there are no extra characters or spaces.
With Calendar Access
- Select the “lightning bolt” icon
- Click “Calendar”
- Select the “>” side panel arrow
- Click the “magnifying glass” icon
- Locate the “Status” and “Resource” filter sections
- Select the “+ New Status” or + "New Resource" buttons to create new ones
- Once added to the Calendar, the filters will automatically be updated in TRUE
Schedules Module List View
The Schedules module home page or "list view" displays all active Schedule records within the system, allowing users to manage schedules efficiently.
Search & Filter Options
Select the blue text filter options or various search criteria:
| Today | Filters all schedules for the current day. |
| Tomorrow | Filters all schedules for the next day. |
| Next 7 Days | Filters all schedules for the next 7 days. |
| My Events | Filters all records assigned to the logged-in user. |
| Recent | Filters all recently created schedule records. |
| Archived | Filters all schedules marked as archived. |
Additional Search Filters
| Start | Enter a start date and time to display records after this point. |
| Finish | Enter a finish date and time to display records before this point. |
| Status | Display records with a specific status (defined in Company Preferences). |
| Resource | Display records with a specific resource (defined in Company Preferences). |
| Details | Search across multiple fields including Title, Description, Status, Resource, and Job/Contract/Work Ticket. |
| Job/Contract/Work Ticket | Search for schedules linked to a specific Cost Center. |
| Title | Search for schedules with matching text in the Title field. |
| Contact | Search for schedules linked to a specific Contact record. |
| Description | Search for schedules with matching text in the Description field. |
| Confirmed | Display schedules marked as Confirmed. |
Generate Reports
Select the PDF icon to generate the following reports:
| Scheduling Report | Lists schedules with timeframe, details, and address. |
| Resource Report | Provides the same information as the Scheduling report, summarized by Resource. |
Additional Features
| Calendar View | Select the "View In Calendar" option to open the selected Schedule in the Calendar | ||
| New | Use to create a new, blank Schedule record. | ||
| Hamburger Icon | |||
| View History | See a log of all changes made to a schedule. | ||
| Duplicate | Create exact copies of existing schedules | ||
| Notify Crew | Send alert notifications to assigned resources. | ||
| Split Schedule | |||
| Custom Action | Click to perform custom action configured for your specific account. Requires billable customizations. | ||
| Delete | Permanently delete the selected Schedule record. | ||
| Batch Select | Create Routes | Create a Routing module record for the selected Schedules. This looks at the “address” field to map a route. | |
| Notify Crew | Fire the Notify Crew feature for the selected Schedules. | ||
| Move | Specific Date | Move the selected Schedule records to a specific date. | |
| Forward/Back | Move the selected Schedule records forward or back a set number of days. | ||
| Archive | Store a backlog of the selected Schedule records. | ||
| Delete | Permenantly delete selected Schedule records. | ||
Selected Schedule
Edit Card
Edit a schedule by selecting it. In the Edit window, you can modify:
| All Day | Mark as an all-day schedule. |
| Title | Enter the schedule title. |
| Contact | Choose the client point of contact. Automatically pulled from selected record. |
| Job/Contract/Work Ticket | Link to a Cost Center. Automatically pulled from selected record. Click to navigate. |
| Description | Enter schedule details. |
| Location | Designate schedule location. Automatically pulled from associate record. |
| Alerts | Choose alert options. |
| Status | Set the schedule status (customizable in Settings). |
| Confirmed | Mark the schedule as confirmed. |
| Resources | Assign resources to the schedule. |
| Hide Resources | Option to hide resources from displaying on the schedule. |
| Archive | Archive the schedule to remove it from active search. |
| Queued | Enable the “Queued” feature to put this event in the schedule “Queue” within the Calendar. |
| Start/Finish | Set date and time. |