Aligo WorkTrack Job Dispatch User Guide
Contents
1. The text message informing the employee about the job is sent when the job is created not when the job is scheduled for No notification is sent on the day of the job unless the job was created on that day same job can be scheduled for multiple days by using Dispatch to Employee to create the job again for the second and subsequent days Job start and stop times are only informational and don t impact when the job is shown on the phone The job will only show in the selection list on the phone on the day is was scheduled for If the employee who the job is assigned to has a role of GPS User or Supervisor and is using WorkTrack on a phone or PDA then the job will show up in a list when Start Job and or Start Task is selected Dispatch to Employee can not be used to assign a job to an employee with a role type of Employee Schedule for Group Schedule for Group is best to use for jobs that will last for many days or where the job will be performed by more than one person You can not use schedule for only one employee unless that employee is a member of his or her own group No text message will be sent notifying any employees of jobs created through the schedule for group feature If the members of the group that is assigned a job are using WorkTrack on a phone or PDA then each of them will see the job in a list when Start Job and or Start Task is selected If a person is added to group after the job2. column To create a list of possible responses presented see the section on Notification Templates 19s 2006 Algo inc Aligo WorkTrack Job Dispatch User Guide 3 3 1 Dispatch a Job to an Individual WorkTrack frees field staff from the non productive paperwork typically needed to track their time and the tasks they perform Dispatch improves their productivity further by reducing the amount of information they must enter manually on the phone and giving them more information about the jobs they are to perform Locating the Nearest Worker Sometimes when a request for a new job comes to the office it s helpful to know which of your employees is closest to that job before deciding who to assign to it The Locate Nearest utility is a handy way to find the employees who are close the the job 1 On the Jobs tab click the Locate Nearest link 2 Enter the location of the job 3 Click Find WCRKTRACK LL cmm mom aom CARROS 7 uve 7 7 ALO Sereculed Joos Dispatch to Employee Schecule tor roup Locate Nearest import Address 1 Maret Sisal SanFrancisco State CA omo Roberson 06 07 20080250230 Sheehan Mauros ores ZEME 2005 RESO EM prm EIE Locate Nearest Screen in WorkTrack Web Console WorkTrack displays a list of nearby employees
3. 12 Aligo WorkTrack Job Dispatch User Guide Importing Job Information porting jobs are an easy way to create and schedule a large number of jobs Rather than using the WorkTrack Web console to create the jobs they are read from a Comma Seperated Value CSV file This is a standard file format supported by many accounting and job management systems This section contains information on how to create this file from a spreadsheet consult your accounting system manual for information on how to export jobs into a CSV file that can be imported into WorkTrack To create a tab delimited file that contains the job information you want to import 1 Create an Excel spreadsheet with these columns There must be a column for each of these even if the column is going to be empty Column Name Data Type Allowed Format Value Value Required Job Name Character YES Job Number Character YES Description Character Start Date Date MM DD YYYY hh mmaa YES End Date Date MM DD YYYY hh mmaa YES Address 1 Character Address 2 Character City Character State Character Zip Character Country Character Employee Number Character match for an employee number 2006 Aligo Inc Importing Job Information 13 Column Name Data Type Allowed Format Value Value Required Group Name Character match for an existing group name 2 Save the sprea
4. AE 5 ons Dispaterts Empojee Seneculetor Group Locate Nesrest impor ob Name One Descripion Gecsscc upgrade Job Number Group Sanfrancisco v Bevin Date 16 205 Addeess TWarketSteet End Wate San Franciaco start ine 6 S 05 iv Simte TA fei Time 2 0 00 0 M Zip code Schedule for Group Page Job Name Enter the name of the job Job Number Enter the job code This is the value that will appear in the job list on the phone Group Choose the name of the group the job is to be scheduled for Begin and End Date Enter the range of time the crew can work on this job You can use the calendar to select dates The job appears on employee phones only on the dates you specify here Start and End Times Enter the hours when the crew can work on the job This is informational only Description Enter the description that you want to appear on the employees phones Location Details Enter the address of the job site which also appears on the employees phones The fields in red are required and you must complete Job Number Begin and End Date 3 Click Schedule The new job appears on the View Scheduled Jobs page During the days you specified employees in the group can get information about this job as described in the Accepting a Job section 2006 Algo inc
5. Notification template as you want it to appear in the Notification Template list Subject The subject of the message Description The body of the message Responses Responses the phone user can send from the message This feature is only available when the message is sent to an iDEN phone WCRKTRACIC US Home 7 Nens People s i sengs Deces Clentioes Roles Notmcaton Tempistes Customer Connguration Home Page ews Landmarts New Jobs Subject New Jobs Available Message Response 1 mon my way Response 2 ipee Response Please call mel or Mas jos ARR fone Seance Aloe toits Suma About S 58 2008 Al Fits Reseed Page to Greate or Edit a Notification Template 4 Click Create or Update to save your changes If you created a new template it appears on the list 2006 Aligo Inc
6. is created they will not see the job on their phone If the group leader is not a member of the group then the job is not assigned to the group leader This means that when the group leader uses WorkGroup on a phone or PDA the job will not appear in the job list 2006 Aligo Inc Important Information 19 8 Creating and Editing Notification Templates A Notification template is like a mail merge template for frequently sent text messages Because it defines the content of a text message it can streamline the phone user s process of responding to a request Create a Notification template for any job you want to dispatch to a single employee Notification templates are also used when sending text messages to the employee s phone from the WorkTrack home page and when sending alert notifications See the WorkTrack User Manual for more detail on these uses of Notification Templates 1 Click the Settings tab in the WorkTrack Web console You must have WorkTrack Administrator privileges to manage Notification templates WGRKTRACK 225 zi mp uo 7 7 rene 7 Dences Roles Nebtcaton Tempiates Customer T Views Landman i Gerte setup Menu Devices Add or Update the devices that belong to your company Add or Update the allowable tasks forthe device cient Prfles Add or Update
7. to schedule a long term project for a crew you must Create a group for each crew Schedule the group for that job If you already have a system that contains the list of jobs you can simplily job scheduling in WorkTrack by importing job information from an Excel worksheet 4 1 Creating and Managing a Group Before you can schedule a job for crew you must create a group that includes all the employees that crew One day the crew might be assigned a new employee or one might quit When this happens you must edit the group to add or remove the employee 1 Click the Manage Groups link at the top of the People tab to display the Manage Groups page This page contains a list of groups that have already been created WCRKTRACIC 22222 sis ou QMap 2 WeRwuts hike 2 7 Peonio AU ew Employees Temaestrpeyees Usnage croup Add New Grow Name r3 Status Marin Wallace Frank D wo O Napa County Jessie 4 O Hane Doug B S ox Sheehan Maurice ore D South Bap uber Taws s 9 Hep Jobe As Pra Senar Alas Cana Sunmar Atout MerkTackS 45 26 dig ine AN Raced List of Groups in the WorkTrack Web Console 2 Choose what you want to do To create a group click Add New Group To edit a group click the v in the Edit column 3 Add or edit information about t
8. WCRKTRACK Aligo WorkTrack Job Dispatch User Guide 2006 Aligo Inc ALIG Aligo WorkTrack Job Dispatch User Guide 2006 Aligo Inc All rights reserved No parts of this work may be reproduced in any form or by any means graphic electronic or mechanical including photocopying recording taping or information storage and retrieval systems without the written permission of the publisher Products that are referred to in this document may be either trademarks and or registered trademarks of the respective owners The publisher and the author make no claim to these trademarks While every precaution has been taken in the preparation of this document the publisher and the author assume no responsibility for errors or omissions or for damages resulting from the use of information contained in this document or from the use of programs and source code that may accompany it In no event shall the publisher and the author be liable for any loss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly by this document Printed March 2006 Welcome 3 1 Welcome As the operations manager of a WorkTrack powered mobile workforce you want to send new jobs to individuals and schedule jobs for crews in the field so you can direct them in real time You want to find ut who is closest to a given job location to minimize travel time With WorkTrack you can reduce overhead s
9. dsheet in Text CSV format Choose Tab as the delimiter and nothing around the strings 3 Remove the header row from the csv file by editing that file with a program such as WordPad Here is an example of a record you can import where represents a tab 25994 Install Faucet 10 09 2004 10 00AM 10 26 2004 5 00PM 1003 Main Fresno CA 95445 USA 1003 To import the job information into WorkTrack 1 the Jobs tab click the Import link WORKTRACK zt mtem LI Jom 2 7 due 7 Peg Se Settings ALKA View Scheduled ues Dispac toEmpioyee sesuefor rup Locate Meares Data rename 9603808 Brosse perque Ama Gnas Sumo Atout 34 392006 0 el Pine Reseed 2 Click Browse and choose a tab delimited file 3 Click Import The Import page reports success The imported jobs appear on the View Scheduled Jobs page 2006 Algo inc 14 Aligo WorkTrack Job Dispatch User Guide 6 1 Receive and Accept Assigned Jobs The new WorkTrack features on your phone help you work more efficiently Whether you re working alone or in a crew You can choose among assigned jobs so you don t have to enter job codes You can see a description of each job so you don t have to call in for more information before you get started When you are working alone You are alerted to new jobs as they come
10. e message always includes the job code for the job you have just been assigned The job is not necessarily scheduled on the day that you receive the message you will receive the message on the day the job was entered into the system 6 2 Accepting a Job Receiving a message that you have a new job does not mean that the job is now available on your phone You must first Download the jobs It is strongly recommended that you download jobs every morning and after you receive a message notifying you that you have new jobs To download jobs to WorkTrack follows the steps below 1 On the On Shift screen if your company tracks shifts or the main screen if your company does not track shifts scroll to Download Jobs and press Select This will load the list of jobs you are scheduled to work on today 2006 Algo inc 16 Aligo WorkTrack Job Dispatch User Guide 1 Select the job you want from the list and press Submit 1 Review the description of the job The icon means you can scroll down for more information 2 When you have scrolled to the end the icon appears Press Select to start the job Ifyou don t want to start the job at this time but will start it later select Back 3 If you start the job you may be prompted to select a Task 2006 Aligo Inc Receive and Accept Assigned Jobs 17 Now you are On the Job Ifthis job is assigned to your crew the job c
11. he group Group Name Provide a name for the group The Web Console and reports identify group activities by this name Group Lead Choose the leader s name from the list The leader must have a role type of Supervisor Group Members Select an employee in the left panel and click the right arrow button to add your selection to the group To remove an employee select on the right and move left When creating groups for the purpose of dispatching jobs you must make the group leader a member of the group Its possible for the same employee to be in multiple groups and for the same employee to be the 2006 Algo inc 10 Aligo WorkTrack Job Dispatch User Guide lead of more than one group Moving someone into a group doesn t automatically remove them from other groups they might be a member of WCRKTRACIC 225 7 some Map 2 Reports 7 iiie 7 7 D Poopo i Stings ALIA MewEmoiorees TemindiedEmpiqees Menage Grupo Group Name San Francisco 1 Group Lead Sheehan Mavrice More v Group Members Available Employees Members Boxer Noah Dut Fred Freddy Boyions Erie jet Burke Joe NeGonga Jack Burns Sean Nye Nelson Edwards Sam EE stechan Maurico Morey Edwards Frenk Stan Pa Gonzales Eise Wily Guber Trevis Wallace Frank Kane Doug Fills Jassie Lum ee Screen for Creating and Editing Groups 4 C
12. in You can respond to the alert easily saving callbacks and coordination When you are working with a crew Your phone displays every job you could work on today Receiving a Net Alert A WorkTrack dispatch is like a text message or voicemail except that it includes options for your response WorkTrack monitors the status of the dispatch On the Web Console your supervisor can see how and when you respond When you receive a message 1 Words appear on your phone s display screen indicating that you have a message ti B New Message EXIT READ 2 Your phone alerts you every 30 seconds until you press READ to access the message or press EXIT to exit the screen If you choose to READ the message it appears on your screen with options for your response The Web Console reports the response option you choose If you choose to EXIT and view the message later the icon appears on the Ready screen to remind you that you have a stored message The WorkTrack Web Console reports that you have Read and stored the message When you are ready you can view the message in the Message Center 2006 Aligo Inc Receive and Accept Assigned Jobs 15 mug Hessaye Center EXIT Responding to Net Alert does not change your current timecard status You must first download and then start the job in order for the hours spent an the job to show on your time card Th
13. ion Templates see the section on Notification Templates 9 Description Enter specific information about the job This will appear on the phone when the job is dispatched Location Enter where the job is to start This will appear on the phone when the job is dispatched 3 Click Dispatch WCRKTRACK LL s ou QWep DRs dde Aes 1 Peu 17 AUG ew Scheduled Jobs Dispatchto Employee Schedule for Group Locate impot Job lumber Start Date 20Mar205 gg assigned Tof fd Date 30Mar2006 ET Joo number assor Acknowledgement E Roberson John 3Hder2006 Sent show 50 74 resuts per page I wan eon T Stone Ai Cova Ue Atout Morerac 45200 Aige Fs aora Job List after Job Dispatched to Employee The job information is added to the system ready for the employee to download to his phone as described in the Receive and Accept Assigned Jobs section If a notification template was selected a text message was sent to the employee s phone informing him that a new job was assigned to him Note that in the job list above no value is set for Job Name It is not possible to set the Job Name when the job is created using the Dispatch to Employee method 2006 Aligo inc Dispatch a Job to an Individual 9 4 Schedule Work for a Group When you want
14. lick the Create or Update button at the bottom of the page to save the changes On the People tab s View Employees page you can see which groups each employee belongs to I WCRKTRACK Hap ou Biome Map sos 7 RGA i Satins 7 Mewtmoipees manage rupe p is Employee Ave ARNO S Employee dis Emme Burns sean Ace enn Napa County Dot Fred rede deus San Frances EY Edvard Frank Emplaree allan x Ewart Sum dius E x Gersses cine Empire ruver Trais Supanisor Has Doug Employee List with Group Memberships Highlighted For more information on Groups consult the WorkTrack User Manual 2006 Aligo inc Schedule Work foraGroup 11 4 2 Scheduling Work for a Group When you have a new job you want to schedule for more than one employee a group use the Schedule for Group function 1 On the Jobs tab click the Schedule for Group link 2 Fill in the information for the job All fields with red titles are required WCRKTRACK es Pan dimos Se nn ASSI
15. ode remains available the Select Job screen for long as the job is scheduled Ifthis job was dispatched to you alone the job code disappears from your Select Job screen when you go On the Job with that job code 6 3 Starting a Job When you accept an assigned job in WorkTrack the job is started for you automatically when the job is downloaded You also start a job by selecting Start Job or Start Task on your WorkTrack menu the phone You will see a list of jobs that have been downloaded to your phone and you can select from that list 2006 Algo inc 18 Aligo WorkTrack Job Dispatch User Guide 7 Important Information WorkTrack provides two ways of creating and scheduling jobs and each of these ways results in different behavior The following information is helpful when deciding whether your organization should Dispatch to Employee or Schedule for Group Dispatch to Employee Dispatch to Employee is best to use when a job will be handled by one employee will only last for day or less and is created on the same day the work is to be performed You can not dispatch same job twice for the same date and time If you want the same job to be dispatched to two or more employees you must either create a group with those employees and use Schedule for Group or use Dispatch to Employee for the same job but set the date or start time on the job to a different date or start time
16. profes for tne settings for the dient applicabon Bales Add or Update permissions Notification Temglates Add or Update notification templates Cusramar confusion customer configuration Home Page Views Add or Update Home Page Views Landmarks and Geofences Add or Update Landmarks and Geofences Settings Page with Notification Templates Highlighted 2 Click the Notification Templates link A list of existing templates will appear Usually New Jobs will be in the list as this is created automatically for each new customer WCRKTRACK 522 n impo 7 ues 7 jm people 7 Dedcss TaskTypes CientFroties Roles HaticatonTempstes CustomerConfguraton Views Landmas 8 m 3 TET 3 Now 1008 New Jos alla ave are Hour shin Hour Si Ar Enceedng Hours L3 Hane Man eas Font Senna Aims avis Seaport List of Notification Templates 2 Choose what you want to do To add a new Notification template click Create Template 2006 Algo inc 20 Aligo WorkTrack Job Dispatch User Guide OR To edit an existing one click the Edit pencil icon The Create or Edit Notification Template page will appear 3 Fill in or edit the template Name The name of the
17. r at the end of the list To narrow down the list of jobs displayed you can use the search fields labeled Job Number and Assigned To Entering one or more lelters or numbers in these fields will narrow down the job list to those where the job number starts with the characters in the Job Number field and where the assigned to field starts with the characters in the Assigned To field If the Group name in the Assigned To column appears italicized then the group the job was dispatched to is inactive You can click the EDIT icon to edit a job You can Click the icon to deactivate a job or the OFF icon to reactivate a previously deactivated job The summary for each job presents not only the job code the individual or group to which it was assigned and the date range scheduled for the job but also the status of the text message Status that appears in italic type in the Acknowledgement column is system generated None WorkTrack sent no message WorkTrack does not send messages when jobs dispatched to groups Sent WorkTrack sent a message and awaits a response Read The employee has received the message but has not yet responded If the job was dispatched to an iDEN phone the employee can respond to the job by choosing among responses you define The employee s choice appears in non italicized in the Acknowledgement 2006 Aligo Ine View Summaries and Set Up Dispatch 5
18. t Aligo Technical Support by sending an e mail to support worktrack com com 2006 Algo inc Aligo WorkTrack Job Dispatch User Guide 2 View Summaries and Set Up Dispatch When you use WorkTrack to assign job to an individual or group that job appears on a list of jobs on each employee s phone In addition when you dispatch a job to an individual WorkTrack sends a message to the employee signaling that a new and possibly time critical job has been added to the list Messages come to the employee s phone in the form of standard text message gt To view the list of jobs click the Jobs tab or the View Scheduled Jobs link WCRKTRACIC nner Pog smon imme Oua hme 7 Aos Wem 7 Pee p Mewscreduedions DiepsthieEmpioyee SchecuetorGrop Locste Nearest moon Jobs Job Number Start Date 30 Mar 2006 signed To rd te SOF 2005 eg uedate List Acksowledoement ES e725 Embarcadero Wapa Courty 28 2008 None amp 6 Ree p EE None CITIES duas Goce Us fumes tat Job List Visible by Selecting the Job Tab from the WorkTrack Web Console On the View Scheduled Jobs page you can view job summaries within a date range You can use the calendar to select dates Once a date range has been selected click Show Report to load the list of jobs Inactive jobs marked with the OFF icon will appea
19. tab click the Dispatch to Employee link 2 Enter information about the job inot the Create Dispatch to Employee screen Fields in red are required WCRKTRACK LLL eMe Ese 2 Quan o bmepens 7 amp 2 ALIA Scheduled Jobs Dispah ioEmploree ScheduleforGroup Locate Nearest Import Employee Roberson ioi 9 Description Erzene mas not water Job Number T987 Date 20 Mar 2008 Address Market Svest start Time 8 End Time 10 47 6 State A Notitication 4 Zip Code gp Caras Suman Dispatch to Employee Screen Employee Choose the employee to whom you are assigning this job If you accessed this screen from the Locate Nearest page then this value will already be filled in Job Number Enter a job code This can be numeric or alpha numeric Date Valid Enter the date the job is to be performed You can use the calendar to select a date Start and End Times If the job must be accepted and completed within a certain time period enter it here 2006 Algo inc 8 Aligo WorkTrack Job Dispatch User Guide Notification Choose a Notification template If the value is set to None then no text message will be sent to the employee s phone For information on creating Notificat
20. uch as call volleys between your call center and field employees as well as phone users data entry errors by sending job codes and descriptions directly to the phone You can track accepted jobs and quantify increased productivity using WorkTrack s job and payroll reports 11 Before You Begin Before you begin you must have experience with the WorkTrack Web Console on a personal computer and the Mobile Client on a GPS phone If you haven t done so already please read the WorkTrack User Manual 1 2 In This Guide In this guide you ll learn how to Access WorkTrack job dispatch Find the employee closest to a job Dispatch a job to an employee Schedule and dispatch work to crews groups Once you re familiar with these procedures you can roll them out to the field with minimal additional training of your field staff Dispatch adds only one step to the procedure they already follow and saves them entering job codes for jobs they have been assigned The section of the manual titled Receive and Accept Assigned Jobs contains the details of how jobs appear and are accepted on the phone 1 3 Technical Support If you cannot find the information you need in this guides the following resources may provide additional help Click the Help link on the top right of the WorkTrack Web console This will give you access to the full list of WorkTrack documentation Access the support web site at www aligo com html support Contac
21. with closest employee at the top of the list Closest the crow flies the distance between the destination and employee is measured as a straight line Only employees who are on the clock will appear in this list and a maximum of ten employees will be shown The Timestamp column shows the time of the latest location fix for that employee this information is useful in knowing whether or not that employee is still within the vicinity of the new job The icon displayed in the Distance column indicates whether the location used to determine the distance is Accurate or Approximate Accurate locations are displayed in full color with a green check mark approximate locations are displayed greyed out with no check mark See the WorkTrack User Manual for a full discussion on accurate vs approximate locations 2006 Aligo Inc Dispatch a Job to an Individual 7 3 2 If you decide to dispatch a job to one of the employees in the result list click that employee s name This will open the Dispatch to Employee screen pre populated with the name and address you have entered Dispatching Work to an Individual When you have a new job that you want to assign to an individual employee you use the WorkTrack Web console to dispatch that job 1 To open the Dispatch to Employee page After you ve completed a search on the Locate Nearest page click a name in the list of nearby employees OR lt From any page on the Jobs
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