How can I schedule the same job to multiple staff members at the same time?

It’s possible to schedule jobs to multiple-staff members at once, and manage these multi-staff bookings, in the following areas of the ServiceM8 app and Online Dashboard:

  • Staff Schedules view in the Dispatch Board (Online)
  • Calendar view in the Dispatch Board (Online)
  • New Booking within a Job Card (Online)
  • Job Booking within a Job Card (App)
  • Schedule tab (iPad App only)

This article will cover how schedule multi-staff bookings in each of these areas. 

Staff Schedules (Online)

1. Drag and drop a job from your jobs list (e.g. from Unscheduled Jobs) onto a staff member at a specific date & time, then double-click the booking on the schedule to open the Edit Booking window.

2. In the ‘Staff’ field, use the dropdown and click to add more staff to the booking.

3. Note that over time, ServiceM8 will learn which staff members you frequently schedule together, and suggest these at the bottom of the Staff list as ‘Suggested Teams’ to speed up the scheduling process.

4. To remove staff from the booking, click once on their icon/name in the ‘Staff’ field.

5. Click ‘Save Booking’. The duration, date, time, and staff members can be edited by double-clicking a booking to open the Edit Booking window.

TIP — the duration, date, time, and staff members can be edited by double-clicking a booking to open the Edit Booking window:

TIP — to quickly change the duration of a multi-staff booking without opening the Edit Booking window, drag the end of one booking in or out to suit, and the other linked bookings will align with this change.

TIP — to quickly change the scheduled time of a multi-staff booking without opening the Edit Booking window, drag and drop one booking to a new time, and the other linked bookings will align with this change.

TIP — to quickly replace a staff member scheduled to a multi-staff booking without opening the Edit Booking window, drag and drop the booking from the relevant staff member to a new staff member.

TIP — to separate a booking from a multi-staff booking (i.e. you want it to be a separate booking for one team member, for the same job but at a different time), hold Shift + drag-and-drop the booking from the relevant team member to another time.

TIP — if you need to schedule one team member for a longer/shorter duration, you can hold Shift + drag the end of their booking in/out to suit. This will adjust the duration for that team member only, and separate them from the multi-staff booking. 

TIP — you can open the full job card from the Edit Booking window by clicking on the job details:

Calendar (Online)

The functionality for multi-staff scheduling in the Calendar view of the Dispatch Board online is similar to the Staff Schedules view.

1. Drag and drop a job onto a staff member at a specific date & time, or click once on an existing booking, to open the Edit Booking window and add multiple staff to the booking in the Staff field.

TIP — to quickly change the duration of a multi-staff booking without opening the Edit Booking window, drag the end of one booking in or out to suit, and the other linked bookings will align with this change. This is possible when viewing the Calendar by 'Day' or 'Week':

TIP — to quickly change the scheduled time of a multi-staff booking without opening the Edit Booking window, drag and drop one booking to a new time, and the other linked bookings will align with this change:

TIP — you can open the full job card from the Edit Booking window by clicking on the job details:

Job Cards (Online)

1. To schedule a job to multiple-staff at once directly from an open job card, click New Booking.

2. In the ‘Staff Member’ field, use the dropdown and click to add more staff to the booking.

3. To remove staff from the booking, click once on their icon/name in the ‘Staff Member’ field.

4. Note that over time, ServiceM8 will learn which staff members you frequently schedule together, and suggest these at the bottom of the Staff Member list as ‘Suggested Teams’ to speed up the scheduling process.

5. As you add staff members to the booking, it will alter the Booking Suggestions which appear in the bottom-left of this view. 

6. Click on a suggested booking time to see a Booking Preview to the right, visualising how the suggested booking would fit in with existing bookings for the selected staff.  

7. Click 'Save Booking' to confirm.

TIP — if you want to book the job for a specific date and time, populate the Staff Member, Duration, Date & Time fields to narrow the booking suggestion to the specified date/time, then click ‘Save Booking’:

TIP — You can edit & reschedule bookings directly from a job card by clicking Edit Booking via the drop-down next to the relevant Diary entry:

Job Booking (App)

1. To schedule a job to multiple-staff at once directly from an open job card, tap ‘Add Booking’ in the job card.

2. Tap the the Staff Member field.

3. Tap & select multiple staff to book against the job. Note the check mark applied to selected staff members. Staff members can be deselected by tapping again to remove the check mark.

4. As you add staff members to the booking, it will alter the Booking Suggestions which appear in the bottom section of the Job Booking view. Tap once on a suggested booking time to see a Booking Preview, visualising how the suggested booking would fit in with other bookings for the selected staff (you can also tap again within the Booking Preview to expand this calendar view). 

TIP — this same process can be used immediately after creating a new job, when the option to ‘Schedule Job’ pops up.  

Schedule tab (iPad App only)

The iPad version of the ServiceM8 app offers additional dedicated schedule management functionality in a separate ‘Schedule’ tab.

To schedule an existing job to multiple-staff at once from the Schedule tab, tap ‘Schedule Job’ in the top-right to open the Job Booking view, then follow the same process as above. Note you will also need to set the existing job to be booked in the 'Job' field.

TIP — to quickly change the duration of a multi-staff booking without opening the job card, tap one of the bookings then drag the end of the booking block to suit, and other linked bookings will align with this change.

TIP — to quickly change the scheduled time of a multi-staff booking without opening the job card, touch, hold, drag and drop one booking, and other linked bookings will align with this change.

TIP — to quickly replace a staff member scheduled to a multi-staff booking without opening the job card, touch, hold, drag and drop the booking from the relevant staff member to a new staff member.

11 out of 20 found this helpful