Resource Scheduler

Overview

Resource Scheduler is your operations control center for staffing and capacity.

If you are asking questions like:

• “Who is available this week?”
• “Where do we still have open slots?”
• “Which resources are full, and which are underbooked?”

…this is the screen you should use.

What this page helps you do:

• View a week-by-week schedule for all resources
• See assigned events and unavailability at a glance
• Show or hide open slots and resource groups
• Assign events directly into open timeslots
• Edit daily shift availability by clicking day cells
• Run summary reporting and export slot data
• Bulk-clear shifts for an organization in a date range

Tip

Think of Resource Scheduler as a coverage board first, and a booking shortcut second.

Before You Start

To get good results in Resource Scheduler, make sure these are configured:

• Resources exist and are assigned to the right organizations/resource groups
• Shift availability is set for the week
• Event types are configured correctly
• Location and customer records are usable for scheduling

Related setup pages:

• Resources
• Organizations
• Resource Groups
• Event Types

Accessing Resource Scheduler

1. Go to Scheduling.
2. Click Resource Scheduler.
3. Use the date controls at the top center to move through weeks.

Permissions and visibility

Access depends on your role configuration. In most teams, schedulers and operations users can view this module, while admin users can also perform broader maintenance actions.

If you cannot see this page, contact your admin.

Understanding the Screen Layout

1) Header area

Top controls include:

• Page title (or saved view name)
• Date range control
• Total available slots counter (available / total)
• More actions menu (three-dot menu)

2) Filter and display controls

You can filter and shape what you see:

• Organization filter
• Resource Group filter
• Search (resource name)
• Display options (switches)

3) Resource rows

Each row is one resource and includes:

• Resource name (clickable)
• Weekly mini availability strip (7 day boxes)
• Location badge (city/postal when available)
• Resource groups
• Resource attributes

4) Calendar grid

• Columns are days
• Cells show assigned events and/or open slots
• Red background day means resource unavailable that day

Key Concepts (in plain language)

Term	Meaning
Resource	The person/staff member who can be scheduled
Shift	A resource’s available working window for a day
Units	Capacity for that shift/day
Open slot	A time window still available for booking
Incentive slot	A special open slot highlighted differently
Unavailable	No shift exists for that resource/day

Using Filters and Display Options

Resource Scheduler supports both data filters and visibility toggles.

Filters

Filter	What it does
Organization	Show resources/schedule data for selected organizations
Resource Group	Narrow results to selected resource groups
Search	Find resources by name

Display options

Option	Effect
Show Open Slots	Show/hide open slot cards on the grid
Show Open Resources	Include resources that have open slots
Show Unavailable Resources	Include resources with no shifts
Hide Archived Resources	Exclude archived resources

Note

If your calendar suddenly looks “empty,” first check your filters and display switches.

Reading Calendar Cards

Assigned event cards

Assigned events show:

• Customer name (for customer-type events)
• Event type abbreviation
• Time range
• Location summary (city/state when available)

Click an event card to open event details.

Open timeslot cards

Open slot cards are labeled OPEN TIMESLOT and show time.

Click one to open the assignment panel and book into that slot.

Incentive timeslot cards

Incentive slots are visually highlighted and behave like open slots for assignment.

Unavailable days

Unavailable days appear as background blocks (red tone), meaning the resource has no shift set for that day.

Assigning an Event from an Open Slot

1. Find an OPEN TIMESLOT (or incentive slot).
2. Click the slot card.
3. In Assign Event to Timeslot, confirm:
   • Resource
   • Date
   • Time
4. Select event details (if not pre-filled):
   • Event Type
   • Customer (if required)
   • Location
5. Click Save.

Fields in the assignment sheet

Field	Required	Description
Event Type	Yes	Type of visit/activity to schedule
Customer	Conditional	Required for customer-type events
Location	Usually yes	Service location for the event
Resource/Date/Time	Yes	Derived from clicked slot

Caution

If customer/location or event type is incomplete, save can fail or produce unusable events.

Managing Daily Availability (Very Important)

Each resource row includes a 7-day mini strip.

• Click any day square to open that day’s shift editor.
• A blank/red day means no shift exists.
• Days with numbers show configured units.
• Hover shows tooltip details (day, shift time, units).

This is the fastest way to fix “no open slots” problems.

Actions Menu (Three Dots)

The actions menu includes operational tools.

Add Resource

Opens resource creation/edit flow.

Summary View

Opens month-level slot summary with drilldown by day.

Clear Shifts

Bulk-clears shifts for one organization by date/date range.

Export Data

Entry point for data export workflows.

Availability Settings

Opens scheduler-wide availability behavior settings.

Summary View and Reporting

Summary View is designed for fast leadership/operations review.

What it provides:

• Monthly calendar of open-slot counts by day
• Daily drilldown into which resources are open
• Download options:
  • Summary Data (per-resource day counts)
  • Open Slot List (resource/date/time rows)

Interpreting Summary colors

Summary day markers use count-based color buckets:

• High availability = greener
• Low availability = orange
• Zero availability = red

Clear Shifts (Bulk Action)

Use Clear Shifts carefully.

Workflow:

1. Open actions menu → Clear Shifts.
2. Select organization.
3. Choose single date or date range.
4. Confirm deletion.

Result:

• Shifts in that scope are removed
• Cluster-assigned shifts are preserved

Caution

This is a destructive operational action. Double-check organization and dates before deleting.

Availability Settings (Global Behavior)

Availability Settings let your team control scheduling rules like:

• Show availability color on calendar
• Require availability to schedule
• Default start/end times
• Optional break settings

Use these when behavior should change for the whole company, not just one resource.

Relationships & Dependencies

[Organizations] ----->
                      \
[Resource Groups] ----> [Resource Scheduler] ---> [Assign Event to Timeslot] ---> [Scheduled Event]
                      /
[Resources + Shifts] ->
                      \
[Event Types] --------> [Capacity + Open Slots + Summary Reports]

Related pages:

• Availability Calendar
• Event Scheduler
• Resources
• Resource Groups
• Organizations
• Event Types

Best Practices for New Teams

1. Start each week by checking Total available slots and Summary View.
2. Fix red/unavailable days first by adding shifts.
3. Keep filters simple while learning (one org, one group).
4. Only use Clear Shifts when you are certain of scope.
5. Export Summary/Open Slot data for planning meetings.

Common Workflows

Workflow A: Fill today’s open capacity

1. Set date range to current week.
2. Enable Show Open Slots.
3. Filter to the target organization/group.
4. Click open slots and assign events until filled.

Workflow B: Find staffing gaps before week starts

1. Open Summary View.
2. Identify low/zero days.
3. Drill into affected dates.
4. Add shifts or adjust assignments.

Workflow C: Clean up stale schedules

1. Run filtered view for one org.
2. Confirm outdated shift blocks.
3. Use Clear Shifts for exact date range.
4. Rebuild shifts correctly.

Troubleshooting

I can’t see any resources

Likely causes:

• Filters are too narrow
• “Hide Archived Resources” and visibility switches exclude all rows

Fix:

• Clear search, broaden organization/resource group filters, enable open/unavailable visibility.

I see resources but no open slots

Likely causes:

• Show Open Slots is off
• No shifts on those days
• All capacity already consumed by events

Fix:

• Turn Show Open Slots on, check weekly indicators, and review shift units.

Slot count looks wrong

Likely causes:

• Wrong date range
• Filters applied in view data
• Archived resources hidden

Fix:

• Verify date range and active filters, then reload data.

I clicked a slot but can’t save assignment

Likely causes:

• Missing event type, customer, or location
• Validation rules block save

Fix:

• Complete required fields and retry.

Summary export is missing people

Likely causes:

• Filters applied in Summary View
• No shifts/open slots in selected period

Fix:

• Remove filters and re-run export for the date window.