Work Calendar Scheduling

Work Calendars in LMN help you organize and schedule work by type, so it’s easier to plan jobs, assign crews, and keep your schedule clear. In this article, you’ll learn the difference between recurring and non-recurring work calendars, what each one is used for, and how to set them up with the right defaults for your team.

In this article:

Work Calendar in LMN Overview

Create a Work Calendar for Recurring Work

Create a Work Calendar for Non-Recurring Work

Edit a Work Calendar

Work Calendar Notes

🎥 Click here to view the Work Calendars Video

Work Calendar in LMN Overview

A Work Calendar in LMN is a scheduling setup that defines default things like color, drive-time settings, and schedule templates so you can schedule jobs more quickly and organize them on the Calendar and Whiteboard views.

LMN has 2 types of work calendars:

Create a Work Calendar for Recurring Work

1. In LMN, navigate to Settings > Scheduling > Work Calendars
   💡 When you go to schedule a Job, you will assign them to a Work Schedule that you are creating now.
   
2. Click + Add New
3. Enter a Calendar Name
4. Choose the Calendar Type: Recurring (for repeat visit work like mowing or pruning)
5. Set Status to Active
6. Select a Default Manager, Schedule Color and Default Crew Size number
   ⚠️ If you do not see a specific user to add as Default Manager, you will need to add them as Staff in the Users & Staff Settings in your Account Settings as Administrator user type.
7. Enter # of Unproductive hours/days
   ⚠️ If you have already included your Unbillable Hours in your Estimated Hours, leave this field a 0, you do not want to duplicate your Unbillable Hours.
8. Click Save
9. To view this Job in the Calendar, navigate to Schedule > Calendar. Use the filters at the top to narrow down specific job types.

Create a Work Calendar for Non-Recurring Work

1. In LMN, navigate to Settings > Scheduling > Work Calendars
   💡 When you go to schedule a Job, you will assign them to a Work Schedule that you are creating now.
   
2. Click + Add New
   
3. Enter a Calendar Name
4. Choose the Calendar Type:
   • Recurring: for repeat visit work like mowing or pruning.
   • Non-recurring: for one-time install or construction work.
5. Select a Default Manager, Schedule Color and Default Crew Size number
   ⚠️ If you do not see a specific user to add as Default Manager, you will need to add them as Staff in the Users & Staff Settings in your Account Settings as Administrator user type.

6. Set Hour/Days:

   Working hours/day	the default total length of the crew’s day for that work calendar. LMN uses this as the calendar’s daily scheduling capacity; for example, support references a default 9-hour working day pulled from the work calendar.	Working hours/day =  the crew’s full available day
   Productive hours/day	the hours per day spent on direct, billable job work. In LMN analytics, productive time is defined as billable/direct work, and in scheduling this value helps LMN determine how many days a multi-day job should span.	Productive hours/day =  the job work portion of that day
   Unproductive hours/day	the hours per day not spent on direct job work, such as travel, shop time, equipment maintenance, training, breaks, or lunch, depending on how the account is configured. For non-recurring scheduling, this default comes from the work calendar settings	Unproductive hours/day =  the overhead/non-billable portion of that day

7. Add Fluff Factor & Round to the nearest ___

   Fluff Factor	A default scheduling buffer added to a non-recurring work calendar. It adds extra time to the scheduled work so crews are not booked too tightly, and support notes it’s often used for things like snow/winter work where delays are common.
   Round to nearest	A setting on non-recurring work calendars that tells LMN to round scheduled visit durations to a chosen increment, such as 15 minutes, half day, or no rounding.

8. Include Weekdays: Select the days of the week you'd like to perform services
9. Check the box next to Skip holidays to skip holidays.
10. Click Save
    
11. To view this Job in the Calendar, navigate to Schedule > Calendar. Use the filters at the top to narrow down specific job types.

Edit a Work Calendar

1. Go to Settings > Scheduling > Work Calendars
2. Open the existing work calendar you want to change.
3. Update the settings you need. For example, in Calendar Info / Work Days, you can enable Saturday and/or Sunday if you want that calendar to allow weekend work.
4. Click Save

Work Calendar Notes

• If a job was already scheduled before weekend days were enabled, simply updating the work calendar may not move that job onto weekends. In that case, you may need to delete the existing schedule and recreate it with the correct weekday selections.
• For Recurring Jobs, the days of the week are chosen when you schedule the job by using a weekly schedule type, including weekends if needed.

🎥 Work Calendars Video

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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