Team Scheduler - Supervisor (2025)
- Alina Jo
Table of Contents
- 1 Table of Contents
- 1.1 ⬜ Intro
- 1.2 🟩 Team Scheduler Setup
- 1.3 🟩 Using The Team Scheduler
- 1.3.1 🔵 Navigation Basics
- 1.3.1.1 ⚫ Quick Filters
- 1.3.1.2 ⚫ Data Sort Arrows
- 1.3.1.3 ⚫ Phase Assignments
- 1.3.1.4 ⚫ View/Edit Status & Update Estimated Hours
- 1.3.2 🔵 Quick Filters, Display Columns & Leave Codes
- 1.3.2.1 ⚫ Quick Filters & Display Columns
- 1.3.2.2 ⚫ Leave Codes
- 1.3.3 🔵 Phases & Daily Assignments
- 1.3.3.1 ⚫ Intro
- 1.3.3.2 ⚫ Tool Tips
- 1.3.3.3 ⚫ Daily Assignments Grid
- 1.3.3.4 ⚫ Editing Daily Assignments
- 1.3.3.5 ⚫ Phase Status, Duration Time & Notes
- 1.3.3.6 ⚫ Assigning Shop Persons
- 1.3.3.7 ⚫ Set Phase Priority in Work Management Module
- 1.3.4 🔵 Edit Schedule Details
- 1.3.1 🔵 Navigation Basics
⬜ Intro
This guide describes the process of configuring and utilizing the Team Scheduler in the Work Management module. The Team Scheduler allows supervisors to create, view and edit daily assignments across multiple Work Orders/Phases and multiple Shop Person(s). Users can drag and drop work orders on the scheduler and sort the daily assignments as needed.
The Team Scheduler gives you the ability to retrieve unassigned work, assign people to it, and add it to their daily schedule – all in one place.
Features include:
Filter work by key criteria
Sort work by priority, location, status, or assignment person
Drag and drop jobs to members of a resource team
Block out leave
Review and Add notes
From your WorkDesk, select the Work Management module, and then select the Team Scheduler Setup link to first set up your Team Scheduler preferences.
🟩 Team Scheduler Setup
🔵 Set Availability & Capacity
In the Team Scheduler Setup screen in edit mode, set values for days under the Open column to “Yes” for the days that will display as available in the Daily Assignments Grid of the Team Scheduler.
Enter a number value under the Capacity (Hours) column for the number of available hours each day.
🔵 Set Default Display Settings
Here are additional settings that determine the defaults for the Team Scheduler. Read the label by each field, below.
🔵 User Security Settings via System Administration Module
🔵 Load Priorities & Assign Colors
Load priorities and assign colors to each to easily identify high Priority items in the Daily Assignments.
🔵 Load Phase Statuses & Assign Colors
Load phase statuses & assign colors to those also.
Once you have configured your settings in the Team Scheduler Setup screen, you are now ready to assign work using the Team Scheduler.
🟩 Using The Team Scheduler
From your WorkDesk, select the Work Management module, and then select the Team Scheduler link to assign work.
🔵 Navigation Basics
The Quick Filters are at the top. They determine what data will be displayed in the phase listing under it.
The Team Scheduler screen will look this way the first time you open it. After this it will remember your Quick Filters from your previous session and use those to populate the screen.
Make your selections for each Quick Filter: Shop, Work Classification, Property, Phase Status, Assigned To and Find Work Order (see screenshot, above).
You can display either the Phases or Leave Codes that are available under your filter settings. Just click the radio button to the left of the filters, for the option you want.
Click the Reset Button 
Click the Refresh icon to refresh the phase listing data if you change the quick filters.
Make sure to click the Refresh icon (to the right of the filters) when you have selected info in the search.
In the example below, the quick filters are set to:
Shop - BAS Electrical
Work Classification - Maint/Corrective
Phase Status - Complete-Pending R
This would be a helpful search if the shop supervisor wanted to see all the work orders in complete pending review, change the status to closing and read/enter notes.
Sort Data Arrows
The search results are initially sorted by the work order/phase column. Change the sort by selecting the arrows
The Description box pulls in the phase description. Change the sort by selecting the arrows
Property, Location, Priority, Est Start, Est End, Status and Est Hours all have the sort option
Phase Assignments
To go to a shop assignment, select the person icon 
Use the arrows between the boxes to move highlighted tech back and forth from assigned to unassigned.
Under the Primary column, check the box next to the employee you want to set as the primary tech.
Make sure to select Apply after making changes, so they will stick!
This is a helpful tool for a shop supervisor to add or remove technicians and set the primary tech.
View/Edit Status & Update Estimated Hours
Select the edit icon to view/edit status and estimated hours. Make sure to select Apply after making any changes.
This is a helpful tool for a shop supervisor to update the estimated hours or change the status to closing.
⚫ Quick Filters
The Quick Filters are at the top. They determine what data will be displayed in the phase listing under it.
The Team Scheduler screen will look this way the first time you open it. After this it will remember your Quick Filters from your previous session and use those to populate the screen.
Make your selections for each Quick Filter: Shop, Work Classification, Property, Phase Status, Assigned To and Find Work Order (see screenshot, above).
You can display either the Phases or Leave Codes that are available under your filter settings. Just click the radio button to the left of the filters, for the option you want.
Click the Reset Button
Click the Refresh icon to refresh the phase listing data if you change the quick filters.
Make sure to click the Refresh icon (to the right of the filters) when you have selected info in the search.
In the example below, the quick filters are set to:
Shop - BAS Electrical
Work Classification - Maint/Corrective
Phase Status - Complete-Pending R
This would be a helpful search if the shop supervisor wanted to see all the work orders in complete pending review, change the status to closing and read/enter notes.
⚫ Data Sort Arrows
The search results are initially sorted by the work order/phase column. Change the sort by selecting the arrows
The Description box pulls in the phase description. Change the sort by selecting the arrows
Property, Location, Priority, Est Start, Est End, Status and Est Hours all have the sort option
⚫ Phase Assignments
To go to a shop assignment, select the person icon
Use the arrows between the boxes to move highlighted tech back and forth from assigned to unassigned.
Under the Primary column, check the box next to the employee you want to set as the primary tech.
Make sure to select Apply after making changes, so they will stick!
This is a helpful tool for a shop supervisor to add or remove technicians and set the primary tech.
⚫ View/Edit Status & Update Estimated Hours
Select the edit icon to view/edit status and estimated hours. Make sure to select Apply after making any changes.
This is a helpful tool for a shop supervisor to update the estimated hours or change the status to closing.
🔵 Quick Filters, Display Columns & Leave Codes
⚫ Quick Filters & Display Columns
The Team Scheduler screen retrieves a list of Work Order Phases based on the combination of the following:
Team Scheduler Setup (Priorities & Phase Statuses)
Any criteria entered in the Quick Filters (Shop, Work Classification, Property, Phases Status, Assigned To & Find Work Order).
Shop is the only required field and must be selected in order to locate Work Order Phases in the Phases Listing.
If a Shop is assigned on your User Security Profile, the Team Scheduler will default to your shop when opened and display all data related to your shop in the Quick Filters, Phase Listing and Daily Assignments Grid.
Use the gear icon (Configuration) to choose which Quick Filters and Display Columns are preferred to show when opening the Team Scheduler. AiM will save these settings.
The Quick Filters allow for optimal search functionality. Once a Shop is selected, the remaining filters can be used to condense the search results. Each quick filter (after Shop) provides the option to select one or more criteria.
⚫ Leave Codes
At the top left of the screen, you can toggle between viewing Leave Codes and Phases. Select Leave Codes.
The Team Scheduler screen will retrieve a list of Leave Codes that can be dragged onto the Daily Assignments Grid so that schedulers can see when shop persons are on leave.
Understanding Leave Codes
The Start/Stop column in the screenshot below tells if the leave code requires a start/stop time or not.
The Validate Balance column shows whether or not the Leave Code will check against the balance on a shop person’s leave time when applied to the Daily Assignments Grid.
Disabled - Does not affect Leave balance.
Modal Message - Displays a warning message when the Leave Code is applied to a shop person’s Daily Assignments and the time exceeds the shop person’s Leave balance. The user can choose to continue or cancel the leave assignment.
Hard Error - Displays an error message when the Leave Code is applied to a shop person’s Daily Assignments and the time exceeds the shop person’s Leave balance. The user cannot save the leave assignment.
If a Leave Code is not valid for a shop person, an error message in the upper right-hand corner will display.
Leave Codes from the listing can be dragged and dropped on the Daily Assignments Grid to show when a shop person has scheduled leave. After a Leave Code is dropped on the Daily Assignments Grid, a popup window shows the Shop Person ID and name, Work Date, Leave Code and Description.
If the Start/Stop value = “Yes”, the popup window will require a start and end time.
If the Start/Stop value = “No”, only the number of Hours is required.
🔵 Phases & Daily Assignments
⚫ Intro
The list of phases that display in the Phase Listing Block is filtered by a Shop which can default from the Users Security record. From here, phases can then be dragged onto a Daily Assignment for a given shop person and day. Multiple shop people and work days will be visible.
Phases
The work order must support at least one phase.
The phase status indicates the current condition of the phase.
Phase statuses are filtered by the type and category of work.
Allows access to view and/or edit Phase Notes.
The Work Order privilege will allow visibility to phases in the Phase Listing section where notes can be added or viewed.
⚫ Tool Tips
In the Phase Listing, a scheduler can hover over the items listed in the table below to see more detail about each item.
A red dot indicator alerts the viewer that a note exists on the phase.
To the right of each phase number in the Work Order/Phase column, a daily assignments indicator associated with that phase will display in a blue badge.
If a badge is displayed in the phase listing and the phase does not appear on the Daily Assignments Grid, this indicates the phase is assigned on a week or month not shown on the current display. Use the Month/Week navigation errors to view past/future dates.
Double-click on the phase in the listing as shown below to highlight only the associated assignments on the Daily Assignments Grid. All other assignments convert to white so that the associated assignments show prominently on the grid.
Double-click again to remove the highlight.
⚫ Daily Assignments Grid
The Daily Assignments Grid for each shop person/day is defined by the defaults entered on the Team Scheduler Setup screen.
NOTE: Assignments can be scheduled outside of the designated “Capacity Hours”.
At the top of the grid, choose from the following display settings
Show – Display 3 Days or 7 Days or Full Queue
Color By – Display Phase blocks by Phase Status or Priority
Sort By - Work Order or Priority
Use the Week and Month navigation arrows to show past/future dates
Once the display settings are defined, click and drag a Phase from the Phase Listing section onto a specific Daily Assignment in the detail.
Shop Person(s) are listed on the left side.
Hover over a Phase block to see more detail
Work Order Phase number
Phase Description
Location
Priority
Scheduled Hours
After a Phase is dropped onto the Daily Assignment Grid for a particular Shop Person and Work Date, it will be added to the appropriate spot in the list of existing Phases. This is based on the Sequences and duration (Scheduled Hours) for jobs that are on the Daily Assignments for that day.
The Team Scheduler can display a color coded bar chart of the phases in each shop person's work queue.
⚫ Editing Daily Assignments
Daily Assignments Access
Privileges can be set to View, Insert, Edit and Delete. Insert and Edit privileges need to be included for a user to drag and drop work order phases onto the Daily Assignments Grid and edit details of the daily assignments.
Right-clicking on a job within the Daily Assignment Grid initiates a popup menu that allows the user to edit the Daily Assignment.
Shop Person/Work Date - Clicking on the Shop Person or Work Date will ask to Move or Copy the Assignment.
Move Assignment - This will remove the job from the original Work Date/Shop Person and add it to the new Work Date/Shop Person.
Copy Assignment - This will copy the job to the new Work Date/Shop Person.
Delete will void any changes to the existing assignment.
⚫ Phase Status, Duration Time & Notes
To edit the Phase Status and/or duration time, click the Phase Edit icon to the right of the Phase Listing.
To view and add notes, click the Notes icon. In the Phase Notes popup, “Cancel” will void the new note. “Save” will add the note to the Phase.
⚫ Assigning Shop Persons
By Primary Person in the Phase Listing section, there are three (3) different icons indicating if shop people are assigned to the phase.
Hover over the Shop Person(s) icon for list of assigned people.
To add shop people or add a Primary Person, left-click on the icon in the phase.
In order to facilitate assigning specific team members to incoming high priority work, responder types can be selected for shop persons and an immediate flag is available for the phase priority. The phase shop assignment and team scheduler phase assignments screens display the new information.
⚫ Set Phase Priority in Work Management Module
To set a phase priority status to Immediate = yes, navigate to Work Management module > Priority, and edit the status.
🔵 Edit Schedule Details
If a Phase needs to be moved after it is dropped onto the Daily Assignments Grid, double-click on the phase to see the Day View of the Team Scheduler.
This view allows a more detailed manipulation of the schedule for a given shop person/day. When phases are re-ordered in this view, the Assignments section at the bottom updates automatically to show the new sequence. Saving or canceling the changes will lead back to the full Team Scheduler view.
In the Day View, hovering over a phase will show the following details:
Work Order Phase number
Phase Description
Location
Priority
Scheduled Hours
You can now use the Team Scheduler to view and edit daily assignments across multiple Work Orders/Phases and multiple Shop Person(s).