Scheduler - Beta

• Draft: Indicates a schedule is still ongoing planning.
• Solved: Indicates a schedule is planned but not yet confirmed or created the Event bookings.
• Scheduled: Indicates the Schedule is planned and the Events have been created. This is an end state and there is no further work needed on it.
• Failed: Indicates that an automatic solve was initiated but the Scheduler failed to propose a schedule that works. The user can continue working on the schedule as normal.

Steps

1. Click the Create Schedule button
2. Fill in the fields that are presented within the dialog modal
3. Click the Create Schedule button within the modal to create your schedule and be re-directed to the Scheduler Canvas to start planning.

This will create a Schedule canvas with the boundaries, constraints, and configs you've set it to. 

Fields

• Name: Give your schedule a name. (Ex: "Spring Events Plan")
• Location: The location of the Events you are planning for.
• Start/End Date: The date boundaries of your Schedule

All Schedules back button

Click this button once you are happy with the plan and want the Scheduler to Create the Events for you. These Events will be under Draft status.

If this button is disabled, then your schedule either has issues that need to be resolved, or you have not started planning yet.

The issue navigator displays the number of issues and unresolved issues. For this example, there are 2 unresolved issues.

You can click the navigation arrows <> to quickly cycle through them. This provides a brief description of the issue, as well as highlighting it in the user interface. 

Click this button to let the Scheduler automatically create a plan for you.

If this is disabled, it means you have not fulfilled the minimum requirement for added Events, Instructors, and/or Resources. 

When using the Solve option, it resets any manual adjustments you've made. Proceed with caution whenever you plan to re-solve your schedule.

Click on the navigation arrows to switch the view between months.

These are locked to the start/end date boundaries you set when you created the Schedule.

You can modify this setting anytime by clicking the Edit button in the toolbar.

Change the view of the planner canvas to month, week, and year.

Inventory

• Courses
• Instructors
• Resources

Displays a list of Events, Instructors, and Resources you've added or imported to your Schedule.

You can add Inventory by clicking on the Add button.

View Legend

Provides an explanation for the various types of indicators, images, and states within the scheduler.

The planner or calendar view

This is the grid allowing you to see your Events, Instructors, and Resources in given blocks of time. You are also able to interact with any allocated element within the grid to better plan your Training before creating events and booking.

1. Under Inventory, click on the Add button
2. For this example, we want to create a new plan and not base it upon prior planned Event data. So this means we will use the Course option.
3. Click on Course

Options

• Import: Click Import if you want to import Events from either a plan you previously created or the events that exist within a date range from the past.  
• Course: Click Course to plan a fresh new schedule for a set number of Events
• Instructors: Click Instructors to include the Instructors you want to deliver the Training
• Resources: Click Resources to include the Resources that you want to use or are required in your Training

Notes: For Blended Events.

• LMS info is pulled from the latest Course Template schedule for simplicity
• LMS info is not displayed on the Scheduler Canvas

For this example, let's assume the user is planning to run two workshops: "BBQ Grill Do's and Don'ts" and "Flight Safety" and 5 Events for each workshop

1. You can search via the Course Code or Course name
2. Select the Course and type in 5 under the No. of Events
3. Add at '<the desired starting date for the first event>'
4. Click Save

Do the same for any other Courses you want to plan

You will find the Events that you just created listed under the Inventory, Course section.

• The number next to the title 'Events' shows the total number of Events you are planning
• Next to each Course you've added, you will find a number indicating the total number of Events you are planning for the specific Course
• The list of individual Events is displayed under the Course (bolded text), and a numerical increment is added to the Course Code

Next step, lets add Instructors and Resources

1. Under Inventory, click on the Add button
2. Click on Instructors to show the Add Instructor modal
3. Select the Instructors who are needed to deliver the Training
4. Click Save

The modal displays the list of all Instructors in your Instance and is not limited to those on the Course Templates you've added to your plan.

You can further filter the list by:

• Those who can teach a specific Course
• Those who are in a certain Workplace or Location
• By Name or Account

1. Under Inventory click on the Add button
2. Click on Resources to show the Add Resources modal
3. Select the Instructors who are needed to deliver the Training
4. Click Save

You can filter your Resources by name, type, and/or Location.

Notice the Instructor's and resource availabilities and bookings are displayed in the canvas to assist you in planning.

Notice that instructor "Wohn Jick" is not available on Monday.

A blue arrow on the bottom right corner indicates a booking exists but is not necessarily conflicting. Hovering over it will show you more details.

Assign Instructors and Resources to your Sessions

• Click on a Session to quickly view its information
• Click on the Edit button to edit the session dates, and assign instructors and resources.

Re-arrange your Sessions and Events by either editing them or dragging and dropping them to optimize your plan

• You can drag and drop Sessions individually
• You can group sessions that belong to the same Events in order to drag whole Events.
• To group sessions, right-click on a session that is part of a multi-session Event and click Group. To ungroup, do the same and click ungroup.

Review Instructor & Resources utilization

• At any moment, you can review the total hours an Instructor or Resource is utilized within a Schedule.

1. If there are no issues, the Solve button should become available and no longer be disabled
2. Click on the Solve
3. Choose the preferred method of solving (Exact session times or duration of sessions)
4. The Scheduler may take some time to come up with a plan for you depending on the Events and criteria you've given it.

Note: You can close the browser, navigate somewhere else, and back. This won't pause or cancel any solution in progress. 

The solver will look at the following constraints and conflict checking when attempting to find a solution for your schedule:

• Your Schedule Settings (ie: Data and Time boundaries)
• Course Template Session settings
• Approved Instructors (if there are any defined)
• Instructors and Resources Availabilities and Bookings
• Bookings pulled in via the 2-way-calendar sync (Coming soon during the open beta phase.)

Once done, the possible outputs might be:

1. Successfully Solved
2. Cannot Solve

You can tell it's successfully solved by checking on the top right navbar.

Once solved, you will see all your Events planned in the calendar.

Click on one of the Sessions to view its details or if you wish to adjust it.

• Click Edit to show the Edit Modal

Editing a session allows you to change the start and end date, the Instructor, and or Resources.

Notes

• You cannot add Resources if there are no Resource requirements for the Session
• You cannot assign multiple Instructors for a session. In the next iteration, this option is planned to become available.

Besides clicking the Edit button to modify a session, you can simply drag and drop.

• Drag and drop to another date
• Drag and drop to swap or change Instructors
• Drag and drop to swap or change Resources

Create a schedule with the date bounds to July 2023

Under the Inventory section, click on Add then Import

From the Import modal, filter the month you want to import the schedule from. In our example, it's June 2023, so select the start date to be the 1st of June 2023 and the End date to be the 30th of June 2023.

Click Next Step

You'll be presented with a list of Courses, Instructors, and Resources that were used by the Events that happened in that selected Period.

So reference to the image on the right. In June 2023, we've run 3 events of Flight Barrel Rolls, and 5 Events of Flight Safety Course. We had 3 Instructors who delivered those Events, and 3 Resources were used.

Notes:

• The Courses that are displayed in the list are the ones that have/had Events running in the date bounds you've selected initially.
• These Events must not be in Draft mode or Cancelled
• The Instructors & Resources list are those that were assigned to the Events at the time

You can choose to run the exact same, and by that, you can just click on Import, or, you can choose to change things up and select or de-select some of the items there before you start the import.

Once imported. You'll see that all the Events, Instructors, and Resources are mapped out in the Scheduler Canvas, in an initialized state.

This means you need to assign the Instructors and resources to the Sessions, plan them out in the Scheduler, or choose to have it solved automatically by hitting the Solve button.

Once you are happy with your plan, click on the Create and Book Events button to show a confirmation modal of what will be created.

Click once more on Create Events and Book to create your Events.

A Blended Event is created when:

• There are the necessary LMS settings on the Course Template, it will use that to determine the LMS dates

• Otherwise, default to the Event start/end dates

You can now continue to manage your Events from the Event's screen as usual.

Go to the Course in question and ensure you've generated the Sessions for that Course. Click on the Course Title will take you to the Course Template, click on the Schedule tab, then click on Generate Sessions button.

Go to the Course in question and ensure you've set up start and end dates Sessions then hit Submit, then Generate Sessions.

You need to add the Required Resources to your Scheduler.

Within the Scheduler, click on Add next to the Inventory section, then add the missing Resources.

This might occur if you change the Resource requirements of a Course Template after including it in your Schedule and planning the Events.

Make sure the Resources are included in the Sessions they are required in by either editing the Sessions and adding the Resource or utilizing the Automatic-Solve to automatically reschedule it for you.