Scheduling is only available on our web app (when you access LetsJobIt through your desktop browser at https://go.letsjobit.com).
This is where you can see all your outstanding and unassigned visits. Unassigned visits are those that haven't yet been assigned to your drivers or engineers (and, thus, not yet visible for them).
In LetsJobIt, route optimisation is performed at two levels:
- Scheduling (on-demand): you ask the system to optimise your routes for you according to your constraints (as per your routing settings)
- Real-Time (automatic): when the routes are assigned to your drivers or engineers, the system optimises them in real time and without user intervention whenever the system detects significant changes in the route (new visits arriving, a visit that is closed or significant vehicle movement detected by the built-in GPS tracker).
Let's go through this process step by step. In the following example, we'll schedule our routes first and then assign them to our engineers. We'll then change to the engineers perspective to take a look at what they see before and after scheduling.
But first let's see how the scheduling screen works (please see below). You have a menu on the top left with territories, dates, priorities and skills. These menus also work like a report, since you can see how many visits you have in each territory, date, priority of skill.
You can use this screen with its filters simply to have a geospatial view of your data. As you use the filters, the total number of visits and jobs will change reactively on the top right-hand corner:
1. Total number of visits (according to the filters selected)
2. Total number of jobs (according to the filters selected)
Bear in mind that territories, priorities and skills are completely optional. They'll only be populated if you sent them as part of your data (more on that later in this article). Let's see what they are exactly:
1. Territories: Think of them as a dimension that enables you to split your visits by geographical areas. If you use them, you'll be able to optimise your routes by territory (or groups of territories), which can come in handy in some cases.
2. Priorities: Your visits can have a priority ranging from 1 to 10 (1 being the highest priority). The route optimiser will try to include as many priority visits as it can in your routes. Use it carefully though: if everything is a priority, nothing is a priority!
3. Skills: Think of skills as a tag that relates drivers or engineers with each one of your visits. We've already talked about skills in the route settings article. You specify them at the driver level and at the visit level - then the route optimiser takes this match into account during the optimisation.
Whatever you select in these filters will be used for route optimisation. For instance, if you select only some territories and some priorities, only the visits that meet that criteria will be optimised. Let's see how that works. In the example below, we're only be optimising visits for our London territories and for priorities higher than 6. After we apply our filter, we need to choose which drivers or engineers will be included - we'll select 3 of them. Then we need to choose the route date (i.e. the date for which we're optimising these routes - this will be the visits date when we complete the route assignment):
Now that the optimisation is done, let's inspect our routes and check our routes. You'll notice a new menu showing of the top left-hand corner with all the routes generated. If you open it and select one or more routes, you'll see them isolated on the map. In that menu, we also display the number of visits next to each route.
Now you can click on one route and inspect it. Use the down arrow at the top right to see the details of your route. In this example, this route has 8 visits, 9 jobs, a total duration of 08:09h, a service time of 06h and 14m and a driving time of 01h and 55m. For a full explanation of what these icons mean, please see this article on routing.
If you're happy with your routes, you can select all of them in the top right menu and click "assign". This will send the routes to your drivers or engineers. Theses visits will no longer be available in Scheduling, because they've bee assigned. They will now show under Visits List and are available for your drivers or engineers to service.
You can also import new data in the scheduling screen. This option, import CSV, shows in the top right-hand corner and allows you to import a CSV file. You'll need to download our excel template (please see below) and fill it in with your data. Then you must save this file as a csv (comma separated values). The first 3 fields are mandatory: Customer_Name, Street_Address and Postal_Code. Fields Work_Required, Location, Serial_Number, Brand and Model are used to create jobs within your visit. If you have a visit with several jobs, just repeat the visit lines as many times as the number of jobs and changing only the job details (the 5 job fields above). The attached file below has the first line filled in with test data - you should remove this line and replace it with your own data.
Make sure that your company default settings are correct before you import a file. If the import works correctly, you'll see your new visits on immediately on the map and will be able to optimise them.