Scheduling Daily Management

Modified on Tue, 23 Jan at 7:31 PM

There are a variety of management tasks you might undertake from the schedule including the assignment of keys, the management and monitoring of service reports, reviewing your recorded check-in and check-out information and resetting acknowledge & complete flags.

Assigning Keys from the Schedule

Quick Guide - Assign Keys

A red key icon indicates that a key is not assigned to the staff member associated with the service. If you see a red key icon follow these steps to assign the key.

From the schedule...

select a service by clicking or tapping on the service description
select "Keys" from the next level menu
select "Assign" to assign the key to the sitter.

Detailed instructions...

Edit Service Reports from the Schedule

Quick Guide - Service Reports

The Service Report can be edited and emailed to a client to let them know their pet has been cared for and how their pets are doing. It can include visit notes, photos, date/time stamp, and more.

To view and edit the service report.

From the Schedule....

select a service by clicking or tapping on the service description,
select "Service Report" from the next level menu,
make any changes required to the report,
click "Update" - this saves the update to the service report but does not publish it to the client portal and does not email it to the client.

To publish, send, or resend the service report

toggle ON "Publish on Update" and click Update. This just publishes the report to the client portal and does not email the client.
toggle ON "Send and Publish on Update" and click Update. This emails the report to the client and publishes it in the client portal. OR

Detailed instructions...

Service Activity - Edit Check-In times from the Schedule

Quick Guide - Service Activity

Check-In and Check-Out times (and locations) as well as the Acknowledge & Complete flags can be adjusted in the Service Activity tab, accessible from the Schedule by an administrator.

To update acknowledge and complete flags.

From the Schedule....

select a service by clicking or tapping on the service description,
select "Activity" from the next level menu,
make the required changes to the acknowledge & complete flags
select Update

To remove check in and check out data recorded in error.

From the Schedule....

select a service by clicking or tapping on the service description,
select "Activity" from the next level menu,
select "Clear" next to the check-out and then "Clear" next to the check-in.

To adjust the times of recorded check-in and check-out readings.

From the Schedule....

select a service by clicking or tapping on the service description,
select "Activity" from the next level menu,
select "adjust times"
make the required adjustments
click update.

Detailed instructions...

Viewing the Client Map

Quick Guide - Client Map

From the Admin Schedule (List/Column or Compact View) you can view a Google Map which shows the client's main address. Additionally, if your business uses check-in and check-out functionality, you can also see the GPS verified check in and check out locations alongside the client house all plotted on the same map which enables you to verify accurate and timely service delivery.

To view the Client Map for a service in the Schedule

Select Schedule (List View, Column View or Compact View) from the menu.
Click or tap on any service item description for any scheduled service.
- This will appear as a short description in the Column / Compact View (eg 30GWalk1) or as a long description in the List View (e.g. Dog Walk 30 Mins 1 Dog).
Select "Map" on the next menu.

Detailed instructions...

Email Clients from the Schedule

Quick Guide - Email Clients

You can email multiple clients with scheduled services on a specific day or date range, from the schedule.

To email one or more clients from the schedule.

From the Schedule....

Select the date or date range.
Select any other filters you need.
Select clients by checking the box to the left of their service, or click "All" (top of the column) to select all clients.
Click "Email."
Select the email template to send your clients.
Toggle "Send to Client(s)" ON to email the client.
Toggle "Send to Sitter(s)" OFF to NOT email the sitter.
Write an Email Subject for your email.
Click "Send."

Detailed instructions...

Reset Staff Pay

Quick Guide - Reset Staff Pay

The “Reset Staff Pay” function in the Schedule, re-calculates Staff Pay according to any changes that have been made to your rules that govern pay rates.

Step 1 - Change Staff Type

If you are changing the pay for one or more staff members you probably need to change their staff type. To do that...

Navigation: Admin > Staff > click the staff member's name > Settings

Change Staff Type as required.

Select Update

Step 2 - Confirm Staff Pay Rules are correct.

Navigation: Admin > Services > select a service item > Staff Pay Rules

Make sure the correct Staff Pay Rule exists for the required Staff Type.

Repeat for all required services.

Step 3 - Use Reset Staff Pay in the Schedule

From the Schedule....

Set filters to display the required services,

Select all required services using the check boxes,

Select "Reset Staff Pay".

Detailed instructions...

Download PDF list of Services from the Schedule

Quick Guide - PDF

The PDF function provides a way to download and/or print the Schedule for reference. You can add filters that will help you to download only the services you need.

To download schedule information in a PDF

From the Schedule....

Set your filters to create a list of the required services.
Select "PDF" (from the button bar)
A PDF file is downloaded to your device (see bottom of the browser to open file).

Detailed instructions...

Download CSV list of Services from the Schedule

Quick Guide - CSV

The CSV function provides a way to download and/or print the Schedule for reference. You can add filters that will help you to download only the services you need.

To download schedule information in a CSV

From the Schedule....

Set your filters to create a list of the required services.
Select "CSV" (from the button bar)
A CSV file is downloaded to your device (see bottom of the browser to open file).

Detailed instructions...