Scheduling: A Guide

In this article:

Schedule an Individual Job:

         Schedule a Job from the Jobs Page

         Whiteboard

         Calendar

Schedule Review

Wait List

Bulk Schedule

Unscheduled Jobs

Unscheduled Routes

Schedule Templates

Schedule an Individual Job

This section will give you an overview of the different areas in LMN where you can schedule an individual job from: the Jobs page, the Whiteboard, and the Calendar. All include the same steps when scheduling a Job, but vary depending on what screen you wish to start from.

Schedule a Job from the Jobs Page

1. Navigate to and open the Job you want to schedule
2. From the Job Menu, select Schedule > Scheduled Visit
3. Click the + Add button in the top-right corner
   
4. Choose between One Time Job or Recurring Job and fill out all of the prompts that follow. When you reach the end, click Finish.

Whiteboard

Schedule Jobs from the Whiteboard

The Whiteboard is a drag-and-drop interface that allows you to quickly and easily organize today’s or the week's visits by crew. It also includes a Route Optimizer that will automatically calculate the most efficient route for each crew, based on the sites assigned. You have the ability to toggle between two views - Weekly View (one crew) or Daily View (all crews) so that you can simply drag and drop jobs for easy schedule management.

1. To access the Whiteboard, click Schedule > Whiteboard
   

2. Select a View type in the top left corner:

   View Type	Functions	Filters
   Daily	Filter by the date up above by clicking on the calendar icon and choosing a specific date. Or you can simply click on the arrow button to toggle between dates.	To the right-hand side, you can filter which crews you want to see.
   Weekly	Select the week by clicking on the calendar button or using the toggle button to change the week and select the crew whose schedule you’d like to see.

   💡The benefit of using the Weekly view as opposed to the Daily view is that you can see all the jobs scheduled out for a specific crew over the course of the week and jobs can be moved to the next day or the day after and all the jobs that are scheduled for each day of the week is shown on the screen.

   • The color to the left side of the job name indicates the work calendar that the job has been scheduled to. 
   • You can also see the jobsite address, the service scheduled, as well as the amount of time that your crews are scheduled to be onsite for. 
   • There is also a status so you can easily see if a job is scheduled or completed.
   • If a job has been skipped and in need of rescheduling, this will be visually indicated by a 'SKIPPED' status and a yellow calendar icon. Moving that visit to a new date will cause the status to automatically revert from 'SKIPPED' to 'SCHEDULED' 
     💡You will still be able to view the originally supplied Skip Reason note by opening up the Edit Visit window.

Edit Entire Crew Route From the Whiteboard

1. In the dropdown next to Crew Actions select Optimize Routes
   
2. Select a crew that you want to optimize. 
3. You’ll see a start and end location down below, click on Optimize Route
4. You will then be prompted to whether or not to apply the same changes to Future Scheduled Jobs.
5. Click Save Changes
   1. This will put all of these jobs into the most efficient order.
   2. When your crews punch into your LMN Crew mobile app, they will be able to follow the order that you have setup here.

💡 Delete or edit today's schedule visit by hovering over the job and delete by clicking on the trash can icon or edit by clicking on the pencil icon.

💡If you need to manually optimize your future routes, use the dropdown in Crew Actions and click on Re-order future routes

Print, Email, or Upload a PDF of Your Crews’ Routes

To print, email, or upload a PDF of your crews’ scheduled routes

1. Click Crew Actions > Print Crew Daily. 
2. Select the crew you want to generate your Crew Daily for
3. Choose the number of days you want to show on this report
4. Click Print
5. You have the option to save this report as a PDF and send it to your crews in an email or print it. 

Edit Crew Schedule in the Whiteboard

In addition to being able to change a crews scheduled visits to another date or crew, you can also specify which visits should be changed by Visit Status as well. 
For example, you can select to move 'Only Incomplete' visits to another day.

⚠️ CREW APP NOTICE
Changes to the Schedule in the Crew App cannot be adjusted from the App so you will need to go to the Whiteboard in the Schedule section and you can use the 'Edit Crew Schedule' button to make the following changes:

• Re-assign jobs from one crew to another
• Change a crews scheduled visits to another date 
• Delete scheduled visits

To use the Edit Crew Schedule button, follow these steps:

1. Navigate to Schedule > Whiteboard
2. Ensure the Date in the Whiteboard is the correct date you want to make changes for
3. Click the Whiteboard Actions button at the top right, from the dropdown select Edit Crew Schedule  
4. Pick which Crew you're making changes to from the drop down list
5. Select which Option you want to do (Re-assign to different crew, Change visit dates, or delete scheduled visits)
   • If re-assigning crews or changing dates, pick the new crew or date
6. Select what type of Visit Status to apply changes to (eg. Incomplete Visits only, All visits, Visits marked as skipped, or Visits marked as complete)
7. When finished, click Save

🎥 Video: The Whiteboard

Calendar

Schedule Jobs from the Calendar

The Calendar View will allow you to see your schedule by the week, month or day. 

If a visit shown in the calendar has a status of 'Skipped' and is also marked 'Reschedule Needed,' you will see a white calendar icon near the left edge of that visit's calendar block. 

Calendar Customization

You can filter by: 

• Work Calendar type = All Calendars dropdown

• Crews = All Crews dropdown

• Managers = All Managers dropdown

• Color code the calendar by either Crew or Work Calendar type = Show Calendar Colors / Show Crew Colors

Schedule Review

As crews work on jobs, they'll be prompted to set the status of these service types as completed (or not) as they clock out of jobs. You can use the Schedule Review screen to see what work is scheduled, what work was completed, and what work is overdue in just a few clicks.

Schedule Review Overview

• FIND: To view the Schedule Review, navigate to Schedule > Schedule Review

• FILTER: Filter the Report by changing the drop-downs at the top of the screen:

  View	Toggle between work that is OVERDUE, SCHEDULED, SKIPPED, STARTED or COMPLETED
  Calendar	Toggle to show ALL CALENDARS or browse through specific Calendars
  Service Type	Toggle to show ALL SERVICE TYPES or browse through specific Service Types
  Crews	Toggle to show ALL CREWS or browse through specific Crews

• SORT: You can also sort each header (JOB ID, JOB NAME, VISIT, SERVICE, DATE, CREW, EDITED BY and OVERDUE) in ascending/descending order by clicking on the header in question.
• VIEW, EDIT, DELETE: To View, Edit or Delete any of these scheduled visits, click the checkbox on the left side, then click Edit Schedule

Check & Action 'Skipped' Visits via Schedule Review

1. Schedule > Schedule Review
2. Under the Show filter, select Skipped in the dropdown
   

3. You will see three helpful columns that will help you decide how to proceed:
   

   Reschedule Needed	This column will show a yellow calendar icon if the staff member who reported the Skip, indicated that that skipped visit needs to be rescheduled for an alternate time.
   Skipped By	This column indicates which team member (either a Crew Lead or one of your admins on their behalf) reported the Skip.
   Skipped Date	This column reads out the date and time at which the Skip was reported.

4. Click on any of the shown visits to view the 'reason' that was provided for the Skip, by the individual who performed that operation
   

Wait List

Some types of work are difficult to schedule in advance. For example, when you add a job at the beginning of the year for services like fertilization or fall cleanup, you may not know the exact date the work will be completed — only that it needs to be done within a certain time frame. This is when a wait list is most useful. You can set a start date and a warn date for the wait list, then add jobs and services to it. After the start date passes, the job appears on the Wait List as ready to be scheduled. If the work has not been scheduled by the warn date, the job is highlighted in  red  to show that it is overdue.

⚠️ You will want to setup your Schedule Templates to schedule these jobs to the Wait List. 

Setup Schedule Templates for Wait List

1. Navigate to Schedule > Schedule Templates
2. Click + Add Item in the top-right corner
   
3. Name your template
4. Click + Add Service in the top-right corner to add your Services to your Schedule Template
   

5. Set the Schedule Type to Wait List
   
   Schedule template COLUMNS:

   Start Date / End Date Range	Click on the date field(s) and a calendar will appear. Click on the date(s) you wish to assign.
   Visits	Enter the frequency within your specified date range.
   Time Factor	You can reduce or add more time to your visits by entering a % value here. Factors that would impact this could be weather, length of gaps between visits (ie. once every 3 weeks, or winter season).  💡Enter a value of LESS than 100% if you feel this visit might be completed in LESS than the estimated man hours per visit.  💡 Enter a value of GREATER than 100% if you feel this visit might be completed in MORE than the estimated man hours per visit.
   Warn By	This will give you a warning on your waitlist tab if you haven't promoted this job to the schedule by the date.

6. If you would like to add additional date ranges, click + Dates in the top-right corner.
7. When finished, click Save

✅ You can now schedule your jobs to the waitlist! 

• When scheduling your jobs, if you select Bulk Scheduling you will only be able to schedule 1 service at a time across multiple jobs.
• Scheduling from the Calendar, Whiteboard or within a single job you will be able to schedule multiple services using Schedule Templates for 1 job. 

🎥 Video: The Wait List Feature

Bulk Scheduling | Weekly & Irregular Services

Bulk scheduling is the fastest and easiest way to schedule weekly jobs. Map and select jobs with a specific service and apply a Work Calendar/Visit Schedule.

1. Navigate to Schedule > Bulk Schedule
2. Filter Job Group to view [ALL JOBS] or just jobs from a particular Job Group
3. Select the Service you want to schedule 
   ⚠️ Your jobs do need Services attached for Bulk Scheduling to work. This will scan all jobs to show you on the map all the jobs with the attached service.
4. Select With Visits After to choose preferred date and narrow down the list of jobs that will be shown on the map.
5. Click the box next to Hide Scheduled & Wait List if you want to Hide Jobs that have already been scheduled
6. Click Search
   You will see properties appear on your map like the image below:
7. Pick which jobs on the map you want to schedule by either:
   • Clicking each pin individually OR
   • Click on the map to create a selection polygon
     • Click each corner point of the desired area
     • Right-click on polygon to deselect
     • Click on a marker to select
     • Click on the right side list to deselect
       
8. After using the highlighting tool, click the Select button
   
   💡There is a legend at the bottom-left of the map to show you which jobs are unscheduled, wait listed, scheduled and which you have selected. 
   💡Tip: Pick jobs based on the area you want to schedule for a particular crew or day of the week and not just every single job!
9. Once ready to Schedule or Wait List your selected jobs, click the Schedule button
   
10. You have the option to default a Task for all jobs you would like to schedule:
    • In the 'Default Task To' field, start typing in a task and select task from the dropdown. You will see it filling in all your job's tasks with what matches your default task entry.
      💡 These can be changed individually for jobs if needed by using the drop down menu
      
11. Select the Schedule Template you want to apply to these jobs
    ⚠️ IMPORTANT: If you're trying to schedule these to the Wait List. Make sure to select a Wait List visit schedule. 
    💡 You can change these for individual jobs in your job list by using the drop down menu just like your Tasks.
    
12. Select the Crew (if applicable)
13. Select the Manager (if applicable)
14. Verify all selections are accurate!
    • If you see the triangle symbol next to the job, this means the job has already been scheduled.
    • Visits will highlight in red if the quantity of visits in the Task do not match the Visit schedule.
15. When ready, click the Schedule button
16. Type "Confirm" in the prompt and you're done!

🎥 Bulk Scheduling Feature Video

Unscheduled Jobs

In LMN, you will be able to view a list of all Active Jobs that are not currently on the Schedule.

View & Schedule Unscheduled Jobs

1. To view Active Jobs, navigate to Schedule > Unscheduled Jobs
2. From this screen you can filter along the top to search for a Job by name, service, task, etc. Also filter by Job/Tasks and by Job Group.
3. If you would like to schedule a Job, click the Schedule button next to the Job you wish to Schedule and follow the prompts to add to the schedule.
   

Unscheduled Routes

LMN Scheduling lets you build what's called an Unscheduled Routes. Unscheduled Routes are lists of jobs and tasks in a specific order, that can be added to the Calendar at any time.

Example: You can create predefined plow and salting routes for your crews. When an event approaches, you simply add the appropriate unscheduled route to the crew (or operator) you want to complete that route. You can even modify the estimated (planned) duration for each site.  You can add or subtract a % of time to the duration of each site based on the severity of the event.

Create an Unscheduled Route

Once all of your Staff and Jobs have been entered or imported into LMN, you can then start creating Unscheduled Routes for storm cleanup or snow.

1. Navigate to Schedule > Unscheduled Routes
2. Click the Action button in the top-right corner, from the dropdown, select + New Route
   
3. Enter the Route Name, Route Description, select the Calendar you wish to assign the Task to, and set the Estimated Crew Size.
   ⚠️ Work Calendars will have to be set up previous to adding an Unscheduled Route.
4. When finished, click Save

Add Sites to the Unscheduled Route

1. Navigate to Schedule > Unscheduled Routes
2. Click on the Route you would like to add a site to
   
3. Click the + Add Jobs button
4. Type the name of a Task into 'Type to filer sites space'. 
   💡Filter your Jobs by Job Type 
5. Click Search. All Jobs containing a Task with the search term you entered will populate.
6. Click the to add the Task/Job to the Unscheduled Route.
   
7. Once all Tasks/Jobs have been added, click OK
   
8. Click the Save button at the top
   
   
   Optimize Route
9. To Optimize your Route, click on the Action button at the top right corner, from the dropdown, select Optimize Route
10. Click the Optimize Route button and the tool will generate the most efficient route. Click OK
    ⚠️ Your Start/End Address will be pulled from the Company Information tab under the Settings.
    
11. Click the Save button at the top
    

Schedule Unscheduled Route

To Schedule your Unscheduled Route:

1. Navigate to Schedule > Whiteboard
2. Click the Whiteboard Actions button, from the dropdown, select Add Unscheduled Route
3. Select which Route you wish to schedule, applied to which Calendar and for which Crew. You will also have the ability to change Crew Size and edit the Estimated Time, if necessary.
4. Click Save

🎥 Unscheduled Routes Video

Schedule Templates

Schedule Templates will allow you to schedule multiple services for a single job all at once. This guide will walk you through creating & scheduling your jobs using Schedule Templates.

Create a Schedule Template

1. Navigate to Schedule > Schedule Template
2. Click the + Add Item button in the top-right corner
3. Enter your Schedule Template Name
4. Click OK
5. Click the + Add Service button in the top-right corner to begin adding the services to the template that you will be scheduling.
6. Service: Select the Service from the drop down menu of your list of Services
7. Schedule Type:
   • Weekly: allows you to set a start and end date with weekly intervals in between for each visit 
   • Manual: whereby you pick a set date per visit
   • Wait List: for scheduling jobs to your Wait list where you're unsure the specific date it will be done, but know the date range (Fertilization for example)
8. Calendar: These are your work calendars that will show on the Calendar & Whiteboard view. 
9. Click the + Visit button to begin adding the visit dates. 
10. Start - End date range: Click on the date field(s) and a calendar will appear. Click on the date(s) you wish to assign and press SET.
11. Visits: enter the weekly frequency within your specified date range (IE. every 1 week, 2 weeks etc.).
12. Time Factor: (optional) 
    • You can reduce or add more time to your visits by entering a % value here. 
    • Factors that would impact this could be weather, length of gaps between visits (IE. once every 3 weeks, or winter season). 
      • Enter a value of LESS than 100% if you feel this visit might be completed in LESS than the estimated man hours per visit. 
      • Enter a value of GREATER than 100% if you feel this visit might be completed in MORE than the estimated man hours per visit. 
13. If you have selected the Manual Schedule Interval, you will then set up the DATE you wish to have the visit occur on.
14. Add all your services & dates, then click Save
    Once you've added all your services & dates, you will be able to schedule your jobs from the Calendar, Whiteboard or within the Job itself and select this template to schedule all the services within the job and template. 

Schedule Jobs with Schedule Templates

1. To schedule a job using your Schedule Templates, navigate to either: 
   • Schedule > Calendar > Calendar Actions > + Add Work to Schedule
   • Schedule > Whiteboard > + Add Work button
   • Job > open the job > Schedule > Scheduled Visits > + Add
2. Add Work to Schedule: Select One Time Job or Recurring Job
   • One Time Job: You will select from your Non Recurring Work Calendars
   • Recurring Job: You will be able to select from your Schedule Templates
3. Choose a Job
   💡Filter from your job groups and utilize the search bar to search for a specific job, customer, task or service.
4. Click Next
5. Select a Schedule Template to schedule your services. Pick from your previously created Schedule Templates OR select custom to a new one.
   
6. Once you select your schedule template, you will see a screen like the below image. If you have a service setup in the Schedule Template that has not been added to the job, you will have the opportunity to add it to the job and schedule together with the other services.
7. Select the appropriate Task that would be associated with the service you are scheduling. 
8. Click Next
9. Review the Services you are scheduling
   • If you have selected a Weekly type, you will select the Weekday you want these visits to schedule for. 
   • Select the Crew you would like to assign from the dropdown
   • Click Edit to make any changes
   • ⚠️ If by any chance you see a caution sign on the visit side, it won't stop you moving forward with the schedule, it's just to warn you that the number of Scheduled Visits does not match the selected Tasks Visits.

10. Click Finish and follow the prompts, then you will be able to review the visits you have scheduled

     

 🎥 Schedule Templates Video

See the Schedule Settings article for Schedule Setup and Editing

Need more help?  Contact our Support Team by email at lmn-support@granum.com, through Live Chat, or by phone at (888) 347-9864

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