Purpose
The Calendar feature brings users quickly to the company calendar to view schedules and events. Users can additionally navigate to the calendar from the Planning workflow under the "Schedules" or "Events" tabs. Allows scheduling users the ability to quickly manipulate live scheduling data, resulting in effortless installer communication. Use the Calendar to track multiple levels of scheduling data, multiple levels of resource based scheduling, and much more.
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.
No Calendar Users
- 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 Users
- 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
Calendar Views
The DayBack calendar employs views a user would find in a traditional calendar along with a few unique options:
| View | Description |
|---|---|
| Day | Displays the Calendar in a single day view. |
| Week | Displays the Calendar in a week at a glance view. |
| Month | A traditional 42 cell grid with additional view options. |
Horizon (Gantt Chart) |
Shows the longest time frame and lets you see the distances between upcoming events. It's a version of a Gantt chart that lets you look at an entire project at a glance. |
| Resource |
Makes sense of dense schedules by creating one column (or row) for each resource. Options include:
|
Additional Features
| Breakout Feature | Users can group events on the horizon view by selecting "Breakout by" from the Horizon menu. This creates a row for each resource or status in your filter set. |
| Analytics (Charting) | Turn on analytics to measure the schedule. Combined with breakout, analytics provide subtotals across any field in the calendar. |
Side Panel
The left hand side panel contains important filtering and view options:
- Use to perform a text match search for existing Calendar records in the “magnifying” glass icon.
- Use the “Calendar” tab to show or hide different Calendar type records.
- Use the Calendar icon to choose specific dates you'd like to display.
- Use the “⚙️” icon to modify user specific Calendar settings.
Calendar Types
Different Calendar types can be enabled or disabled. By default, user accounts should be set to "Schedules" as the default Calendar type. Select the “Calendar” text in the side panel to view what Calendar types are currently active - they will appear in the color blue.
Calendar Filters
Filters allow users to sort and view Calendar records in unique ways. Select a filter to view Calendar records that are assigned it.
| Resource Filters |
Records can be linked to "resources" in the Calendar. A resource can be anything that needs a schedule--people, equipment, rooms--or a mix of those. Use the “New Resource +” icon to create new ones. Note: When using TRUE Field, the “Resource” representing TRUE Field users is required to match the User Account. |
| Status Filters | Status filters help to keep track of the stage of a project. These can be given a color. While "Status" is the default name, it may be helpful to think of them as "Stages". Use the “New Status +” icon to create new ones. |
Additional Features
| Bookmark/Share | Allows the user to bookmark a specific configuration of views and statuses. This can be personal or company-wide. |
| Calendar Syncing | Options for performing one-time or consistent syncs via TRUE to independent Calendar or independent Calendar to TRUE. |
Calendar Queue
For scheduling workflows, we offer the ability to utilize a Calendar “Queue”. This feature, simply put, serves as a holding spot for schedule records that need to be visible on the Calendar for scheduling purposes, but do not have a specific date or time.
While users can still edit the Schedule, assign dates and times, status filters, resource filters, etc., it will not appear as a “Scheduled” call. For the purpose of TRUE Time and TRUE Field, these are not considered scheduled.
Note: If you do not have access to this feature within your Calendar, please reach out to support for assistance via the “?” icon > “Request Support” feature.
How Do I Use the Queue?
There are two workflow for using the Schedule Queue. Utilize the “Manual” workflow if you'd like to choose the schedules that go into the Queue. Alternatively, the “Automatic” is for workflows that would instead prefer to automatically place any new schedule created in TRUE into the Queue. These options are listed below:
Manual
From Schedule Module
- Create a new Schedule (from a Quote, Job, Bid, Contract, Work Ticket or PO)
- Locate the “Queued” checkbox
- Select to move the Schedule to the Queue
From Calendar
- Locate schedule on Calendar
- Open the “queued” panel on the right hand side
- Using your mouse, click and drag the schedule into the queued panel
Automatic
- Navigate to “gear” icon
- Select “Company Preferences”
- Click the “Calendar/Events/Schedules” section
- Enable the “Queued” checkbox
- Moving forward, new schedules that are created, will automatically be placed in the Queue
Group Feature
Select the triple dots at the top of the screen to view/edit the current stored groups. This feature allows you to designate an existing resource as a “Group”. When added to a Schedule, the resources that are assigned to this group will automatically be added to the Schedule as well. When scheduling resources such as trucks that contain the same users or personnel, this feature aims to simplify the amount of clicks it takes to assign these users to the schedule and grant them access to other features such as TRUE Time or TRUE Field.
Setting Up Groups
- Select the triple dot icon at the top of the screen
- On the right hand side select “Groups”
- Click the “+” icon to add a new group or select an existing one
- Give the group a name in the “Group Name” field
- Click the Add/Remove Resource text to select the resources that should be associated with this group.
Note: If you do not have access to this feature within your Calendar, please reach out to support for assistance via the “?” icon > “Request Support” feature.
Settings
Calendar settings can be configured in Company Preferences and User Preferences:
- Company Preferences: Set up Status List, Resource List, and Queued feature.
- User Preferences: Configure personal calendar sync options.