TABLE OF CONTENTS

• Calendar Views
  • Month View
  • Week View
  • Day View
  • Resources View
  • Map View
  • My Dispatches
• Customize Your Calendar
• Dispatch Color Coding
• Dispatch Bar Content
• Available and Not Available Resources
• Dispatch Management
• Publish Dispatch
• Create New Work Order and Build Plan
  • New Work Order
• Right-Click Context Menu Options

The Dispatch Calendar is an essential tool for scheduling and dispatching Work Orders (WOs) as well as monitoring Field Crews in real-time. Users can access the Calendar through the Fieldclix Web Portal to efficiently plan and track dispatch activities. The Calendar is available to all users without restrictions.

Calendar Views

The Calendar offers multiple views to suit different scheduling and monitoring needs:

• Month
• Week
• Day
• Resources
• Map
• My/All

Month View

This view displays all dispatches scheduled for the selected calendar month, defaulting to the current month. Dispatch entries are initially collapsed to provide a concise overview. Click the Expander button to reveal detailed information about scheduled crew members.

Week View

The Week view presents dispatches for a defined calendar week. The start day of the week can be configured in system settings and adjusted upon client request—by default, it is set to Sunday.

Total Hours Worked Per Week

Weekly hours are calculated using Time Card data from the start of the week up to (but not including) the current and future days. Total Hours reflect Approved Hours minus Applied Lunch Hours, encompassing regular, overtime, double, and prevailing hours within the selected date range.

Day View

The Day view provides a detailed list of dispatches scheduled for a specific day. For an in-depth overview of features in this view, please refer to the dedicated article.

Today Button

Click the Today button at any time to quickly jump to the current day, week, or month view, depending on the active Calendar tab.

Resources View

This tab displays the schedule of Resources with a detailed workload table showing:

• Total worked hours per day and week (highlighted in red if the daily total exceeds 30 hours)
• All dispatches assigned to each Resource

Map View

The Map view offers a real-time visualization of clocked-in Resource locations. Users can select any date and time range to monitor Employee activity associated with specific scheduled Work Orders.

For a comprehensive guide, see the detailed article on Live Map features.

My Dispatches

Click the My button to filter and display only the dispatches where you are assigned as a crew lead or crew member. To return to the full list, click All.

Customize Your Calendar

Use filters to refine the dispatches shown on the Calendar. Filters are available by Region, Market, Build Plan Class, Customer, Crew Container, BP Owner, or Title. Note that filtering by Title applies exclusively to the dispatch title.

To manage the visibility of crew members under each dispatch, use the Expand All and Collapse All buttons to quickly reveal or hide their details.

Dispatch Color Coding

The dispatch color coding legend is located at the top right of the Calendar. Hover over the Legend icon to view the meaning of each color:

• Orange bar: Dispatches that are not yet published.
• Blue bar: Published dispatches currently active.
• Blue bar with shading: Past Published dispatches. These dispatches were published after their stated dates.
• Green bar: Dispatches associated with completed or closed Work Orders.

Note on Completed and Closed Work Orders:

A "Completed" Work Order indicates that all tasks have been finished. Completed WOs remain available for scheduling and employee time allocation. Completion is marked within the WO web card or via the mobile app, where the system records a completion date.

In contrast, Closed Work Orders represent closed reference records that cannot be used to create new dispatches or allocate time in the mobile app. However, closed WOs can still be selected in the payroll allocation table within the Time Card. Upon closing a Work Order, all future dispatches are deleted, and any published dispatches are canceled.

For a detailed explanation of Work Order stages, please refer to the separate article.

Dispatch Bar Border

The border color of each dispatch bar corresponds to its Work Order category, which is defined in the Work Order Category card.

Dispatch Bar Content

Each dispatch bar displays the following key information:

• Configurable Title: This is set up in the system settings and can be customized per client request.
• Scheduled Crew: The names of the Crew Lead and Crew Members assigned to the dispatch.
• Employee Total Hours per Day: Displays each employee’s total hours worked that day.
• Employee Total Hours per Week: Shown in brackets, this indicates total hours worked in the current week.
• Clock-in Status:
  • Green Dot: Indicates the employee is currently clocked in.
  • Red Dot: Displayed for past days when no clock-in was recorded.
• Exclamation icon: Work Order importance is high.
  
• Certificate icon: Minimum number of required employee certificates not met.
• Photo icon: There are pending or reviewed checklist results that have not yet been approved.

Available and Not Available Resources

The Available drop-down section lists all active employees eligible for scheduling. This list is organized by Employee category and sorted alphabetically (A to Z).

The Not Available list shows employees with a Time Card marked with specific reasons such as PTO or Holiday. Some Time Cards with particular reasons are excluded from this list if they are marked with the “don’t show unavailability” checkbox. For example, a meal premium is one such reason that does not appear here.

Dispatch Management

Dispatches can only be created for Work Orders that are permitted for dispatching. This "Allow Dispatch" checkbox is configured within the Work Order Type.

To create a new dispatch, click the New Dispatch button located at the top right of the Calendar interface. In the window that opens, complete the following fields:

• Select a Work Order to schedule.
• Adjust the From date, which defaults to the current day.
• Enter the To date to generate dispatches covering the specified time period.
• Check the Work Days Only box to create dispatches exclusively for workdays within the selected date range.
• Specify the Crew Container to automatically populate the Crew Lead and Members, or add them manually.
• Select the Crew Lead.
• Enter the Crew Members.

Note that only employees authorized to work in the Work Order’s region will appear in the Crew Container, Crew Lead, and Members drop-down lists. 

Work region authorizations are configured:

• In each Crew Container card
• In each Employee card for Crew Keds and Members

When selecting Crew Lead and Members, watch for an exclamation point (!) indicating the employee is already scheduled for the selected dates. Additionally, if certificates are required for the Work Order, verify which employees possess valid certifications.

• Add Comments as needed; these will be included in email and chat notifications.
• Specify additional Dispatch details:
  • The "Allow overnight" option (inherited from Work Order Type) permits an employee to be clocked in past midnight.
    • "Work Type" indicates the nature of the work, such as On-site or Off-site:
    • Site: Uses a Site geo-fence to allocate hours based on time spent within the Site radius.
    • Warehouse: For office or warehouse work without geo-fencing; hours are automatically allocated accordingly.
    • Note that the "Work Type" is not editable on the Dispatch card.
  • The "Prevailing wage" is set at the Site and Scenario level, but can be adjusted per Dispatch. All hours tied to the scheduled Work Order are recorded as prevailing when this applies.
  • The "Remote hotel" option permits crews to stay at locations authorized as stops under the Time Keeping audit. More information can be found in the related article.
  • Use the “Clock In and Clock Out expected time” to fine-tune employees' working hours associated with the dispatched Work Order.
• Once all fields are complete, select:
  • Create — to create a dispatch in unpublished status (orange bar).
  • Create and Publish — to immediately publish the dispatch (blue bar on the Calendar).

If notifications are enabled, a New Dispatch alert will be sent to all subscribed employees through email, chat, and other configured channels.

Publish Dispatch

There are several ways to publish a dispatch:

• When creating a dispatch, click the Create and Publish button to publish it immediately.
• Open an existing dispatch by clicking on its bar, then in the Edit Dispatch window, click Create and Publish.
• Right-click on the desired dispatch and select Publish Dispatch from the context menu.
• In the Calendar, select one or more dispatches by clicking the checkbox on their dispatch bars, then click the Publish button at the top right to publish multiple dispatches simultaneously.
  • Dispatches for future days can be published in advance up to the number of days specified by the FSMAllowToPublishInAdvanceDays setting.

Create New Work Order and Build Plan

The Calendar also provides options to create a new Work Order or Build Plan. Buttons for these actions are located near the New Dispatch button. Use these features to create missing Work Orders that require dispatching or to set up new Build Plans as needed.

New Work Order

1. In the New Work Order window, fill in the required details:
   • Build Plan: Select the associated Build Plan.
   • Work Order Type: Choose the appropriate type.
2. Optional fields:
   • Important: Flag this checkbox to prioritize the Work Order.
   • Category: Select a Work Order category to classify it.
   • Custom Number: Enter a custom identifier if needed.
   • Site: Select a Site if different from the Build Plan site (e.g., a related site).
   • Description: Add any relevant notes or details.
3. Finalize the creation:
   1. Click Create to generate the Work Order.
   2. Or click Create and Schedule to generate the Work Order and proceed to dispatch scheduling.

To learn more about generating a Build Plan, please take a look at the article here.

Right-Click Context Menu Options (Copy, Delete)

Right-click any dispatch to access these actions:

• Copy Dispatch

Duplicate the selected dispatch for quick scheduling

• Time Cards

Open Time Cards associated with the selected dispatch (link looks like dispatch -> Work Order -> Time Card)

• Build Plan

Open the Build Plan Card.

• Checklist Results

Review Work Order checklist results

• Map

View Crew Locations. Open the Live Map showing real-time GPS positions.

• Publish Dispatch

Publish the scheduled dispatch (available only for orange ones).

• Delete Dispatch

Remove the scheduled dispatch.