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 Create Schedule button within the modal to create your schedule and be re-directed to the Scheduler Cavas 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
• Days of the Week: The days that are available for scheduling and planning
• Start/End Time: The time boundaries of your Schedule - support half-hour increments

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.

Internal: There will be an improvement here to choose the state of Events once create them in a published state and/or provide a bulk operation to choose which Events you want to Publish from the Events Screen.

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 done. 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, year.

Inventory

• Events
• 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.

An Exclamation icon indicates there is an issue in the section. You can hover over the icon to view a tooltip identifying the issue.

Always remember that you can use the Issue Navigator to help you find the issues rather than look for them. 

Check the common warnings and how to resolve them section for more help.

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.

	White indicates an availability clear of any bookings.
	Gray indicates Weekends.
	Dark Shaded Gray indicates an instructor's unavailability, meaning sessions must not be planned here
	A blue arrow at the bottom right corner indicates there are bookings here but there is a potential conflict. Hover over the cell to view more details.
	Session - Border-colored, empty background indicates a session with missing requirements such as Instructors and/or Resources.
	Event - Filled background indicates a Session has all requirements filled.

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 Events option.
3. Click on Events

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 
• Events: Click Events 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

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

1. Select the Course and type in 5 under the No. of Events
2. You can search via the Course Code or Course name
3. 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, Events 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

The next step is to 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 & Resources 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.

1. If there are no issues, the Solve button should become available and no longer be disabled
2. Click on the Solve
3. 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
• Instructors and Resources Availabilities and Bookings
• Bookings pulled in via the 2-way-calendar sync

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.

The screenshot on the right shows that the first and second Events for BBQ Course are planned on Monday, the third and fourth are planned on a Wednesday, and the fifth is planned for Friday.

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.

Meaning you need to assign the Instructors, Resources to the Sessions, plan them out in the Scheduler, or choose to automatically solve 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.

You can now 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 AI-Solve to automatically reschedule it for you.