Allocate work

Allocate resources to work using the Skedulo web app.

Overview

A scheduler can allocate resources to a work item using the swimlanes or through the work item’s details page.

Prerequisites

You must be a scheduler or a user with the required Scheduling permissions, especially Manage resource allocations.

Allocate resources in the swimlane view

To allocate resources in the swimlane view, do as follows:

  1. Drag a work item straight from the work card list into the swimlane for a resource, and then drop it into place at the desired time.

The drag-and-drop method to place a work card into a swimlane.

  1. You can adjust the work item’s duration by dragging either side of the card.

The drag-and-drop method to place a job card into a swimlane.

Allocate resources using the Work details page

The work details page offers greater control when assigning work. Allocate resources to work in the Resources section of the Details tab or in the Schedule tab.

Allocate from the Details tab

You can allocate resources to a work item using the Resources section on the Details tab of the Work details page.

The Resources section on the Details tab of the Work details page.

Click the add resources button on the work details page Add resources or the allocate a resource button on the work details page Allocate a resource to open the Select Resource(s) modal. This modal provides a searchable and sortable list of all resources, which are potentially available for allocation (based on known information). Select one or more individuals from the list of available resources and click Save.

Allocate from the Schedule tab

There are two ways to allocate resources from the Schedule tab of the work details page:

  • Click on the blue Allocate button, to the right of a resource’s name. The Allocate button is replaced with a green checkmark to indicate the resource has been allocated to the work item.

    The Schedule tab on the work details page.

  • Click Allocate resources to open the Select Resource(s) modal, which provides a searchable and sortable list of all resources that are potentially available for allocation (based on known information). Select one or more individuals from the list of available resources and click Save.

    The Allocate resources button on the Schedule tab.

Add more resources

If you already have one or more resources allocated to a work item, you can add further resources by clicking the work item’s card in the swimlane.

  • On the card, click the Actions buttonthe Actions button and then select Allocate resources to open the Select Resource(s) modal. Select one or more individuals from the list of available resources and click Save.

The Actions button on the work card.

The Select Resource(s) modal

By default, only resources that match the job criteria (tags) are shown. In order to show all resources in the job region, select a different region and then select the original region.

The Select Resources modal.

Use the Search field to quickly search for and select a resource.

The resultant resource list is sorted by Travel Distance from home in meters. However, the scheduler can toggle between a number of sort options:

  • Travel Distance from home. Sort the resource list by travel distance as determined by the underlying web mapping service.
  • Travel Duration from home. Sort the resource list by travel distance as determined by the underlying web mapping service.
  • Best Fit. Sort the resource list based on Skedulo’s default scoring algorithm to determine the most appropriate fit It picks the resource who is closest to the job (based on the previous job that the resource was working on for a given time). It also considers skill tags (hard and soft), time constraints, inclusion/exclusion lists, etc.
  • Name. Sort the resource list by name.
  • Highest Rating. Sort the resource list by “Rating” (as specified in the resource’s details on Salesforce CRM).
  • Least Utilised. Sort the resource list based on resources with the least utilization (requires a job in a Pending Allocation status or later as it requires a date to perform its calculations).

If an available resource is displayed with a blue-gray background, they have been ruled out by the Skedulo suggest engine as not meeting the requirements of the work. They can still be selected by the scheduler.

The following conditions can affect resource recommendations when allocating a job:

  • Scheduled activities (for example, meal breaks).
  • Insufficient travel time (to arrive at the job or return home).
  • Unallocated shifts (for organizations that enable shifts)

Allocate resources using the Pulse Allocation Experience (Beta)

The Pulse Allocation Experience provides intuitive tools and clear indicators for a streamlined, informed allocation process, enabling schedulers to efficiently and confidently allocate work to resources based on essential data and selection criteria.

Follow these steps to allocate resources using the Pulse Allocation Experience:

  1. Go to the Details or Schedule tab of the Work details page of the work item you want.

  2. Click Allocate to open the Allocation modal. Select one or more individuals from the list of available resources.

  3. Click Allocate to confirm your action.

The Allocation modal

The Allocation modal displays a list of resources filtered to meet the work item’s criteria, including availability, location, and scheduling rules.

The Allocation modal

You can allocate resources quickly and accurately with essential insights. By default, the list is sorted by Least Travel, displaying only resources that meet the work item’s criteria.

Use the Search field to quickly search for and select a resource, or use the View by drop-down to filter for more resources.

Filter resource list

The following drop-downs can be used to filter and sort resources based on predefined criteria:

  • Least travel: Display resources based on the shortest travel distance or duration from home or the last job. The distance and time will be shown in the corresponding columns.

  • Least utilized: Display resources with the lowest utilization over a specified time.

  • Region: Show resources based on the selected region.

  • Rule: Enable Ignore scheduling rules to also display resources that do not comply with the scheduling rules.

    When you choose to ignore scheduling rules, some resources may be displayed with a warning icon next to their avatar, indicating that they do not meet the work requirements. Hover over the icon to view all violated rules. You can still select those resources if needed.

    View a warning for each resource

View tags status

You can view the skill tag match status of resource’s name for a work item by the tags icon located next to the resources’ name.

Tag icon Description
All tags match Indicates that the resource matches all the tags required for the job.
Partial tags match Indicates that the resource matches some, but not all, of the required tags.
No tags match Indicates that the resource matches none of the required tags for the job.

Remove an allocated resource and reallocate the work

There are several ways to remove an allocated resource from a work item.

On the Details tab of the work details page:

  • Click Remove Resources at the top of the Resources section (numbered callout 1) to remove all resources from a work item.
  • Click Remove Resource beside an individual resource (numbered callout 2) in the Resources section to deallocate just that resource from the work.

The Select Resources modal with the Remove Resources buttons highlighted.

On the Schedule tab of the work details page, hover over the green checkmark button and click when Deallocate is displayed.

Once an allocated resource has been removed from a work item, the resource is notified with a pop-up message in their Skedulo mobile app. A detailed notification announces the allocation has been canceled. The work card is removed from their agenda once it has been refreshed.

Resource is no longer active in Salesforce

When a resource is made inactive in the CRM (when Is Active is unchecked in the resource’s profile), all future job allocations that have been assigned to that resource are marked Deleted except for jobs that have the status Complete or Cancelled.