Feature Guide: Work Order Calendar

We’ve introduced a new Work Order Calendar to enhance your control and visibility over scheduling and work management processes. This guide will walk you through the powerful new features that allow you to manage and schedule work orders with ease and precision.

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Why this feature?

The new Work Order Calendar is a great tool for managing work orders across your operations. This dynamic interface allows you to assign, track, and manage work orders all in one place. Quickly see who is scheduled, reassign tasks as needed, and ensure every work order is addressed on time

What's new

Our latest update brings you a fully customizable calendar view that integrates with the rest of your system, ensuring you have all the information you need at your fingertips:

  • Dynamic Scheduling: Easily drag and drop work orders to schedule them, and adjust assignments as needed.
  • Visual Summaries: Get quick overviews of labor hours, total workload, scheduled tasks, and more with just a glance.
  • Comprehensive Filtering: Use advanced filters to view specific personnel, crafts, or shifts, ensuring you see only what matters most.
  • Contextual Editing: Edit work orders directly from the calendar, with options to adjust personnel, schedule details, and more without leaving the screen.
  • Customizable Views: Tailor your calendar view to fit your workflow, whether you prefer a daily, weekly, or monthly overview.

Getting Started

Accessing the calendar & choosing your view

There are two primary ways to navigate to the calendar. Here’s how to get there:

  1. Firstly, you can navigate to the new Work Order calendar by clicking Work Orders at the top of the screen.
  2. Then, click Work Order Calendar.
  3. Alternatively, you can find the new calendar by going to Work Orders > View Work Orders.
  4. Next, click on the Calendar button in the top right of the Work Order Finder.

Now on the calendar page, select your preferred view by clicking Day, 3 Day, Work Week, Week, or Month. Events in the calendar are not time-specific and will automatically stack from top to bottom regardless of where they are added within the day.

  1. Day View: Shows a detailed view of all scheduled events for a single day.
  2. 3 Day View: Provides a broader look at events over three days.
  3. Work Week & Week View: Displays a full week's worth of events.
  4. Month View: Provides an overview of the entire month.

Calendar legend & color coding

To help you quickly identify and prioritize work orders, the calendar features a color-coded system and visual flags. The system assigns a unique color to each user whenever possible.

  • Completed Work Order : Indicates that the work order has been successfully completed.
  • Down Asset Work Order : Shows that the work order involves an asset that is currently down and not operational.
  • Failed Step Asset : Indicates a work order related to an asset where a step in the process has failed.
  • High Priority Work Order : Marks work orders that have been designated as high priority and need immediate attention.
  • Overdue Work Order : Represents work orders that are past their due date.
  • In Progress Work Order : Indicates that work is currently being performed on this work order.
  • Pending Approval Work Order : Shows work orders that are awaiting approval before work can continue or be completed.
  • Safety Work Order : Highlights work orders related to safety concerns or regulations.
  • Recurring Work : Work orders that are scheduled for the future but not yet active.

Using the Calendar

Using the Work Order List

On the left-hand side of the screen, you'll find the Work Order List. This list allows you to locate and schedule work orders.

Below is a detailed explanation of each feature on the Work Order List interface:

  1. Schedule Work For dropdown: Use this dropdown menu to select the personnel for whom you want to schedule work orders. Once selected, any work order added to the calendar will automatically be assigned to the chosen personnel or team.
  2. Work to Schedule search bar: This search bar allows you to quickly find work orders by typing in relevant keywords such as WO #, work request, or asset details.
  3. Work Order estimated hours: This number represents the estimated hours of open work orders.
  4. Settings button: Clicking this button opens the settings menu, where you can sort the work orders by various criteria or add additional display fields to customize the work order list view.
  5. Refresh Button: Use this button to refresh the Work Order List. This is useful for ensuring you are viewing the most up-to-date information.
  6. Work Order filter: You can filter the work orders in the list by assignee, work order number, priority, or any other relevant criteria using the filter options.
  7. Work Order details: Each work order in the list will display all relevant information such as the work type, priority, craft, asset, and work requested.

Work order in the Work Order list also have the following visual indicators:

Indicators Description  
Work Order Number A hyperlinked work order number.
Status Icon The status on the work order. See the Legend for more details.
Scheduled Icon The calendar icon and date indicate this work has been scheduled.
Assignment Status A status will display if the work is assigned, reviewed, etc.
Estimated Hours icon This number displays the estimated hours for the work.
Work Details All relevant information associated with the work order.

 

Scheduling Work Order

  • To start scheduling work orders, ensure you select the appropriate user from the Schedule Work For dropdown. This selection determines the personnel who will be assigned to the work order once it’s scheduled.
  • Click and drag a work order from the Work Order list on the left-hand side to the calendar on the right.
NOTE: Work orders dragged onto the calendar will automatically be scheduled for the selected personnel or team. If the work order is unassigned, it will also be assigned to them.

  • As you drag the Work Order over a day on the calendar, the column will be highlighted in blue, indicating the specific day where the Work Order will be scheduled.
  •  
  • Release the mouse button to finish scheduling the Work Order. If the Assigned to option is selected, the Work Order's assignee will be used as the scheduled employee.
  • Events can be also moved across days without affecting the scheduled time, allowing for flexible scheduling adjustments.

Scheduling multiple Work Orders

  1. To schedule multiple work orders at once, hold the Ctrl key and click on each additional work order you want to schedule.
  2. Drag the selected work orders onto the calendar on the right-hand side.
  3. Release the mouse button to finish scheduling the work orders.

Work Order information

  • Hover over a Work Order on the calendar to view the Schedule details. This window provides several options, including:
Detail Example
Edit Schedule
Delete Schedule
Print Work Order
Enter Time on work order
Complete work order
Close (not Complete) work order

  • If you select Edit, a detailed window will open, displaying all relevant information related to the Work Order, including personnel, schedule date, estimated hours, and priority number.

Calendar filtering 

The calendar provides easy-to-use Personnel and Craft filters at the top of the screen. These filters enable you to customize the calendar view based on specific criteria.

Personnel Filter:

  1. Click on the Personnel drop-down menu. 
  2. From the list, select the specific personnel, such as Technician One, to display only the work orders assigned to them on the calendar.

Craft Filter:

  1. Click on the "Craft" drop-down menu.
  2. Choose the craft you want to filter by to view work orders related to that particular craft.
NOTE: Additionally, you can use the Filters button in the top right of the screen to apply more advanced filtering options.

 

Using Summaries

  1. At the top of the calendar, you'll find the Personnel Summary and Craft Summary buttons.
  2. Click on either button to display a summary of labor hours per day for the selected category—either Craft or Personnel. Summaries will display at the top of each day.

Craft:

Personnel:

What's in a summary?

  1. The summary will display the total number of scheduled hours out of the number of available hours per user or craft. For example, according to the image below Technician Three is scheduled for 5 out of 6 hours they are available for that day.
  2. If you hover over the summary, you will be able to see additional details, including Technician information, Scheduled Hours, Labor Hours, Available Hours, and Schedules.
  3. You can also move work orders directly using the summaries feature. Click on the summary banner and drag it to the desired day on the calendar.
  4. Once you release the mouse button, a confirmation prompt will appear.
  5. Confirm the move by clicking Yes. All associated work orders will be moved to the selected day.
  6. For example, if you click and drag the Craft banner, all the schedules will move with it to the new day.

Advanced Features

The Work Order Calendar offers several advanced features that enhance its functionality. These features are located at the top of the calendar interface. Below is an overview of each feature:

Feature Description

Filter button

 Use this button to filter the work orders displayed on the calendar. You can apply various filters to narrow down the visible work orders according to your needs.

Settings button

 Customize your calendar view and preferences. Click this button to adjust display settings and tailor the calendar to your preferences

Charts button

 View visual representations of your work order data. This button provides quick access to charts like daily summaries, breakdowns by craft, etc.

Legend button

 The legend offers a quick reference for understanding the color codes and icons used in the calendar.

Export as PDF button

 Export the calendar view as a PDF. This is useful for sharing schedules or keeping a hard copy of the work orders.

Division dropdown

 Select a division from this dropdown to filter the calendar and work order list accordingly. The selected division will be reflected throughout the interface.

Auto Refresh

 Enable this option to automatically refresh the calendar every minute. This ensures that you are always viewing the most up-to-date information.

 

New homepage calendars

With the 24.8 release, we’re also introducing three new homepage calendars:

  1. My Work Order Calendar: Displays work orders associated with the current user.
  2. My Craft’s Work Order Calendar: Filters to show work orders associated with the current user’s craft.
  3. My Shift’s Work Order Calendar: Filters to show work orders associated with the current user’s shift.

Settings and configurations

To optimize your experience with the Work Order Calendar, go to Configuration Mode > Asset and Work Management > Settings. Here are a few recommended settings to optimize your calendar experience:

  1. Work Order Max Calendar Summaries: Configure the default number of summaries displayed on the calendar.
  2. Default calendar view: Choose which view (Day, Week, Work Week, Month) will be shown when you open the calendar.
  3. Calendar Event Display: Customize the primary fields displayed in the calendar, such as Work Order and Assigned To.

For additional support, please visit our Support Center or contact our support team at support@llumin.com.