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Homecare Intelligence

Route Scheduler

Overview

Route Scheduler is your route planning and day-of-operations hub.

If you are asking questions like:

  • “What does today’s route look like for each resource?”
  • “Are stops in the most efficient order?”
  • “Which routes still need to be built for next week?”

…this is the screen you should use.

What this page helps you do:

  • View all routes for a month at a glance
  • Drill into a single day to see the full route schedule and map
  • Add, edit, move, or delete routes
  • Optimize stop order with automated routing
  • Preview and send billing sheets and schedule emails
  • Approve and lock finalized routes
  • Switch between routes for the same day using shift pills

Screenshot: Route Scheduler month view with route blocks

Before You Start

To get useful results in Route Scheduler, make sure these are configured:

  • Resources exist and have shifts assigned
  • Service areas are defined with geographic boundaries
  • Event types are configured for the visits you schedule
  • Customer locations are geocoded (required for route optimization)

Related setup pages:

Accessing Route Scheduler

  1. Go to Scheduling.
  2. Click Route Scheduler.
  3. The month view loads by default. Click any route block to open the day view.

Screenshot: Scheduling sidebar with Route Scheduler selected

Permissions and visibility

Access requires the Manual Scheduler Module role. If you cannot see this page, contact your admin to check your security group assignments.

Understanding the Screen Layout

Route Scheduler has two primary views: month and day.

Month view

1) Header area

Top controls include:

  • Page title (“Route Scheduler” or a saved view name)
  • Date range control (navigate by month)
  • More actions menu (three-dot menu)

2) Filter bar

Available when a saved view is active:

  • Organization filter
  • Service Area filter

3) Calendar grid

  • Each day cell shows route blocks as colored cards
  • Route cards display the resource name, route name, and scheduled visit count
  • Colors correspond to the route/cluster color

Day view

1) Header area

Top controls include:

  • Back button (return to previous view)
  • Page title (or saved view name)
  • Date control (navigate by day)
  • Generate Route dropdown (appears when geocoded events exist)
  • More actions menu (three-dot menu)

2) Shift pills

A horizontal row of buttons, one per route/shift for the selected day. Each pill shows:

  • Resource name (Last, First initial)
  • Scheduled visit count
  • Color-coded border matching the route color

Click a pill to switch between routes.

3) Split layout

  • Left panel: Interactive map with stops and driving directions
  • Right panel: Event list showing the route schedule in order

Key Concepts

TermMeaning
RouteA named group of stops assigned to one resource for a single day (also called a cluster)
ShiftThe resource’s working window for the day that the route is built on
Route optimizationHow stop order and map directions are computed
Locked routeA route that has been approved and can no longer be edited
Route noteA free-text note attached to a route for dispatch or field communication

Month View Features

Route blocks

Each route appears as a colored card on its scheduled date. The card shows:

  • Resource name
  • Route/cluster name
  • Number of scheduled visits

Clicking a route block

Click any route block to open a context menu with options:

  • Route Detail — navigate to the day view for that route
  • Call Scheduler — open the same date/shift in Call Scheduler
  • Delete Route — remove the route (disabled when visits are already scheduled)

Day cell actions

Click an empty area of a day cell to open a menu:

  • Add Availability — open the shift editor to create a new shift for a resource
  • Add Route — create a new route/cluster for that day

Drag and drop

Drag a route block from one day to another to reschedule it. If the target day already has a route for the same resource, the system will prompt you to confirm a merge of the two routes.

Day View Features

Shift selector

The shift pills row lets you switch between routes on the selected day. Only shifts belonging to the same organization as the currently selected shift are shown.

Event list

The right panel displays all scheduled events in route order:

  • Customer name
  • Event type
  • Time range
  • Location (city/state)

Click any event card to open the Event Detail Sheet for editing.

Map

The left panel shows an interactive map with:

  • Numbered stop markers in route order
  • Driving directions between stops
  • Route path visualization

Invalid addresses

If an event has a missing or invalid address, you can click through to the Location Editor to correct the geocoding.

Actions Menu (Three Dots)

The actions menu changes depending on whether you are in month or day view.

Edit Route / Add Route

Opens the route editor to modify an existing route or create a new one.

AMD Event ID

Look up an event by its AMD Event ID.

AMD Patient ID

Look up a patient by their AMD Patient ID.

Route Note

View or edit the free-text note attached to the current route. Available when a route is selected.

Route Activity Log

View the history of changes made to the current route. Available when shifts exist.

New Event

Create a new event. In day view, the selected resource is pre-filled.

New Customer

Open the customer creation form.

Call Scheduler (day view only)

Navigate to the Call Scheduler with the same date and shift pre-selected.

Preview Billing Sheet (day view only)

Generate and preview a PDF billing sheet for the current route in a new tab.

Send Schedule Email (day view only)

Email the current route schedule to configured recipients.

Approve Route (day view only)

Approve and lock the route. Once approved, the route is saved as a document and locked to prevent further edits.

Saved Views

Switch between previously saved view configurations that store your filter and display preferences.

Generate Route Dropdown

This dropdown appears in the day view header when the current route has at least one event with a valid geocoded location.

OptionWhat it does
Manual RouteOpens a route table where you can manually reorder stops
Duplicate ClusterCreates a copy of the current route for another day or resource
Optimize RouteReorders stops to reduce driving time and refreshes map directions — see Route optimization

Common Workflows

Workflow A: Build a new route for tomorrow

  1. Open month view and find tomorrow’s date.
  2. Click the day cell and select Add Route.
  3. Assign a resource and name the route.
  4. Navigate to the day view for the new route.
  5. Use New Event to add stops, or use Call Scheduler to assign customers.

Workflow B: Optimize an existing route

  1. Open the day view for the route you want to optimize.
  2. Verify all events have valid addresses (check for warnings on the map).
  3. Click Generate Route → Optimize Route.
  4. Wait for optimization to finish (progress is shown in the header).
  5. Review the new stop order on the map and in the event list.

Workflow C: Review and approve a route

  1. Open the day view for the route.
  2. Review the event list and map for completeness.
  3. Click the actions menu → Preview Billing Sheet to verify the PDF.
  4. Click Send Schedule Email to notify the field resource.
  5. Click Approve Route to lock the route and save it as a document.

Relationships & Dependencies

[Organizations] ------>
                        \
[Resources + Shifts] ---> [Route Scheduler] ---> [Scheduled Events]
                        /         |
[Service Areas] ------->         |
                        \         v
[Event Types] ----------> [Route Optimization / Billing / Approvals]
                                  |
                                  v
                          [Call Scheduler]

Related pages:

Best Practices for New Teams

  1. Build routes in month view first to get a bird’s-eye view of the week.
  2. Use Optimize Route after most stops are on the route — reordering repeatedly while you are still adding many customers is usually unnecessary.
  3. Verify geocoded addresses before relying on the map or route optimization.
  4. Use Route Notes to communicate special instructions to field staff.
  5. Approve routes at the end of the planning cycle, not while still editing.

Troubleshooting

I don’t see any routes on the month calendar

Likely causes:

  • No routes/clusters have been created for the visible date range
  • Organization or service area filters are excluding all results

Fix:

  • Clear filters and verify the date range. Create new routes if none exist.

Generate Route button is not showing

Likely causes:

  • You are in month view (the button only appears in day view)
  • No events on the current route have valid geocoded locations

Fix:

  • Switch to day view and ensure at least one event has a geocoded address.

Route optimization is not completing

Likely causes:

  • Events have missing or invalid coordinates
  • The optimization service is temporarily unavailable

Fix:

  • Check each event’s address and fix any geocoding issues. Retry the optimization. See Route optimization for prerequisites (day view, shifts, and multi-shift behavior).

I can’t delete a route

Likely causes:

  • The route has scheduled visits assigned to it

Fix:

  • Remove or reassign all visits from the route before deleting.

Billing sheet PDF is blank or incorrect

Likely causes:

  • No events are scheduled on the route
  • Event data is incomplete (missing customer, time, or location)

Fix:

  • Verify the route has complete events with all required fields populated.