Scheduling and dispatch

The Scheduling page is where you plan the week: put jobs on the calendar, assign workers, and fill gaps in coverage. Interdatum checks for overlapping jobs so you don't double-book a worker.

How do I read the Scheduling calendar?

Open Scheduling in the CRM. The top of the page shows the week's date range and a summary: jobs this week, how many are assigned, how many need workers, and how many jobs are unscheduled.

• Switch between Week and Month views, use the arrows to move between weeks or months, and click Today to jump back to the current week.
• In the week view, each day is a column with a time grid from 7:00 AM to 7:00 PM. Each job is a tile showing the client, the time and the assigned workers.
• In the month view, click a day to open that week.
• The Unscheduled Jobs list on the left shows jobs that don't have a date and start time yet.

Click any job tile to open its details, including status, service, date, time, service address and assigned workers. Click Open Booking to go to the full job.

How do I schedule or move a job?

You can schedule a job two ways.

Drag and drop: drag a job from Unscheduled Jobs onto the grid, grabbing the grip on the left edge of the tile. Drag a tile to another day or time to move it, drag its top edge to change the start time, or drag its bottom edge to change the duration. Times snap to 15-minute steps. To unschedule a job, drag it back to Unscheduled Jobs.

Drag-and-drop changes are drafts until you save. A badge shows how many draft changes you have. Click Save Schedule to save them all.

Schedule form: click a job to open its details and use the Date, Start time and Duration (min) fields, then click Schedule (or Save new time for a job that's already scheduled). The form shows when the job ends. Click Unschedule to remove the job from the calendar.

New jobs default to a 2-hour duration. A duration must be between 15 and 720 minutes.

How do I assign workers to a job?

Click a job on the calendar to open its details. The Assigned Workers section lists the workers on the job.

• Under Add Worker, click a worker's name to assign them, then confirm.
• Click the remove icon next to an assigned worker to take them off the job.

A job can have more than one worker. When you assign a worker who has notifications for new assignments turned on, Interdatum sends them an email and/or text about the job.

How does Interdatum prevent double-booking?

Interdatum checks for overlapping jobs whenever you save a schedule or assign a worker. Two jobs conflict when they're on the same day, share at least one worker, and their times overlap.

• On the week view, the overlapping time is highlighted in red with the names of the double-booked workers, and the summary shows how many overlapping worker conflicts there are, with the message "Resolve before saving." Save Schedule stays disabled until you fix them.
• When you save a time or assign a worker that would overlap another job, Interdatum blocks the change and tells you which worker already has an overlapping job, for which client, and at what time.

To fix a conflict, move one of the jobs, change its duration, or assign a different worker.

The conflict check is based on jobs already on the calendar. It doesn't check workers' availability settings.

What is the on-call job pool?

Instead of assigning a worker yourself, you can offer a job to your on-call team. On a job with a date and time and no assigned workers, click Release to on-call pool and confirm. The job is offered to eligible on-call workers, and Interdatum tells you how many were notified, or that no eligible workers are available right now.

While a job is in the pool, the Job Pool section shows "Released to job pool" and staff assignment is locked. Click Remove from job pool to cancel the pending offers and assign staff yourself. If no one takes the job, the pool shows "Job pool exhausted", and you can use Release again to on-call pool after moving the job.

If you move or unschedule a job that a worker claimed from the on-call pool, Interdatum asks you to confirm, and the worker is notified after you save the schedule.

How do workers set their availability?

Worker availability is managed from the Workers page. Click Set availability next to a worker to open their availability calendar. Admins can manage availability for any worker; other workers can manage only their own.

In the availability calendar you can:

• Set a Weekly Schedule, marking each day available or not, with start and end times.
• Override a single day: choose Available this day or not, set Start Time and End Time (or pick from Quick presets), and add a Note (optional) such as a vacation or appointment.
• Admins can also turn on Available for on-call for a worker to include them when jobs are released to the pool.

Days on the calendar are marked Available, Unavailable or Custom.