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Service Autopilot™

Dispatch Board

Table of Contents

Setting up Roles and Rights .......................................................................................... 2

Dispatch Board Permissions .................................................................................................................................................. 2

Overview .......................................................................................................................... 3

Screen Legend ................................................................................................................. 3

Filtering............................................................................................................................ 5

Screen Views ................................................................................................................... 5

Actions Menu .................................................................................................................. 6

Bulk Edit ......................................................................................................................................................................................... 8

Skip Job .......................................................................................................................................................................................... 8

Sorting ............................................................................................................................. 9

Crews and Crew Assignments ....................................................................................... 9

Creating a Crew .......................................................................................................................................................................... 9

Making Crew Assignments from the Dispatch Board ............................................................................................... 11

Assigning Resources to Jobs ....................................................................................... 11

Bulk Edit ...................................................................................................................................................................................... 11

Change Assignment/Status ................................................................................................................................................. 12

Dispatching ................................................................................................................... 12

Jobs Pending Dispatch .......................................................................................................................................................... 12

Dispatched Jobs ....................................................................................................................................................................... 13

Cancelled Jobs .......................................................................................................................................................................... 13

Skipped Jobs ............................................................................................................................................................................. 14

Completed Jobs ....................................................................................................................................................................... 14

Jobs on the Waiting List ....................................................................................................................................................... 14

Close Out Day ................................................................................................................ 15

Marking a Job as Complete ................................................................................................................................................ 15

Waiting List ................................................................................................................... 16

Dispatch Board

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Package Jobs on the Waiting List ..................................................................................................................................... 17

Dispatching a Job from the Waiting List ........................................................................................................................ 17

Routing .......................................................................................................................... 19

Manual Routing ....................................................................................................................................................................... 20

Group Stops............................................................................................................................................................................... 20

Optimize Stops ......................................................................................................................................................................... 21

Master Routes ........................................................................................................................................................................... 21

Defining A Master Route ................................................................................................................................................ 21

Applying A Master Route................................................................................................................................................ 22

Multi-Day Jobs ............................................................................................................. 23

Marking a Job as Multi-Day ........................................................................................................................................... 23

Completing a Multi-Day Job ......................................................................................................................................... 23

Split Assignments ......................................................................................................... 24

Snow Dispatch .............................................................................................................. 24

Enabling Snow .......................................................................................................................................................................... 24

Snow Services ........................................................................................................................................................................... 25

Creating a Snow Job .............................................................................................................................................................. 26

Overage Invoice Description ............................................................................................................................................... 27

Scheduling Snow Jobs ........................................................................................................................................................... 27

Setting up Roles and Rights

Your company Roles need to be configured to allow access to the Dispatch Board. Rights are

permissions assigned to each user. To configure the Roles for the company, go to Roles &

Rights under Home->Settings. Click on the Role you want to modify.

Dispatch Board Permissions

The Scheduling Access section has several settings available. Below is a list of the Permissions

and their descriptions.

If the Permission is checked then anyone assigned to this Role will have the ability to do what

is described in the Description column.

Right Description

Calendar View the calendar.

Dispatch Board View the Dispatch Board.

Waiting List View the Waiting List.

Crews Add and Edit Crew information.

Dispatch Board


Add/Modify Projects Add and Edit Projects.

Overview

The following is a quick overview of the Dispatch Board components.

Right Description

Screen View Create screen views and load existing views.

Date Range Selection Specify a single date or a range of dates to load into the Dispatch Board.

Actions Menu Contains the list of actions that can be performed on Jobs.

Day Selector Short Cut Quickly select and load Jobs. The days are always associated with the current week.

Show Map Pulls up the Map for visual routing.

Show Stats Displays quick information about Jobs, viewable by Resource.

Job Status Icon Provides a visualization of the Job status.

Job Note from Field Tech Notes provided by the Tech in the field. Appears under Jobs.

Job Note Icon Turns yellow when there is a job note. Otherwise it is gray.

Product Icon Opens the Product dialog to let you add a Product or confirm and invoice existing Products.

Job Editor Icon Opens the Job Editor.

Screen Legend

The Dispatch Board has several colors that indicate the status or type of Job. The following is

a legend of the colors:

Dispatch Board


Color Description

Yellow The item is a To Do.

Blue The Job is a Legacy Work Order.

Green The Job was moved from one date to another. You can clear this flag using Actions>Clear Rescheduled Flag

Pink (Dispatch Board) A product on the job needs to be confirmed

Pink (Waiting List) The “Complete By” date has been missed.

There are several icons on the Dispatch Board, also.

Icon Description

New Job. It has never been performed for this client.

Dispatched Job. The Job will print on the Route Sheet and appear on the Mobile App.

Job pending dispatch. The Job will not print on the Route Sheet or show on the Mobile App.

Completed Job on an incomplete Invoice. You can mark the Invoice as complete at any time; however, the next Job completed for the Client will create a new Invoice.

Cancelled Job.

Skipped Job.

Completed Job on a completed Invoice. Click the icon to view the Invoice.

Job invoiced and Invoice locked. A locked Invoice has been emailed to the Client or printed. Locking an invoice prevents the accidental destruction of an Invoice sent to the client by moving a job to another day or re-dispatching it.

Waiting List Job. The Waiting list is a group of Jobs that do not have a specific scheduled date, just a range of dates within which the Job needs to be completed. The Waiting List allows the Jobs to be worked in the most efficient manner for your company.

Package Job has a conflict day.

Waiting List Job is a Legacy Work Order.

Resource is clocked into Job. You must be using the Mobile App to see this feature.

Resource is driving to Job (“en route”). You must be using the Mobile App to use this feature.

Dispatched Multi-Day Job.

Multi-Day Job pending Dispatch.

Photos uploaded from the Mobile App associated with this Job.

Job has Notes.

Job has no Notes.

Job has Products associated with it.

Job has no Products.

Click to edit the Job.

Dispatch Board


Call ahead required for the Job.

Call ahead was confirmed.

Split Assignment Job. This allows each Resource to be routed individually.

Client instructions have not been emailed for the Chemical Job.

Client instructions have been emailed for the Chemical Job.

Filtering

The Dispatch Board has a powerful filtering engine to help you narrow down the Jobs on the

Dispatch Board. The filtering engine is at the top of the screen.

Click the “ ” on the left side of the filter row to remove that condition from the filter. Some

filter rows require you click the “Apply” to filter by that item.

You can save filter conditions using Screen Views.

Screen Views

Using Screen Views to save Filters that you use frequently on screens allows you to access

that setting quickly. A screen is set up to have Screen Views if it has what appears as a large

drop-down list at the upper left corner. To access, create, save and delete Screen Views just

click on the down arrow ( ). The list of Screen Views will then appear. Click on the screen

view to load it.

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Once you have your Filters and/or Columns turned on, click the Screen View Menu at the top

left of the screen to save the View. Let’s say

you want to create a Screen View for a

specific Crew. Here, “Hat Trick” is the Crew

that is getting its own Screen View.

The Screen View menu will drop down.

Click “Create New View”

A dialog will appear, enter the name

of the new View and click save.

The Screen View is saved.

Click the “Save” link in the Menu.

Actions Menu

The Actions menu contains all the functionality for the list of Jobs. There are three categories

for actions in the menu: Job Status, Routing, and Communication.

The Job Status column contains actions that affect the status of the Job (e.g.

Dispatching or Completing a Job) and has an extra sub-column with Hotkey shortcuts.

The Routing column contains actions that affect the order of Jobs.

The Communication column contains actions that sends emails to Clients and helps

identify which Clients do not have email addresses.

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The following is a list of Job Actions and associated descriptions.

Job Actions Description

Dispatch Moves a Job into a working status. It makes the Job print on the Route Sheet and show on the Mobile App. You can also Dispatch the selected jobs by pressing Alt+R anywhere in the screen.

Bulk Edit Allows multiple selected Jobs to be modified at the same time. For example, you can move them to a new date and/or change the Assignment. You can also bring up the Bulk Edit dialog by pressing Alt+K anywhere in the screen.

Cancel Dispatch Moves a Job into a Pending status. The Job will not print on Route Sheets or show on the Mobile App. You can also cancel the Dispatch for the selected Jobs by pressing Alt+U anywhere in the screen.

Complete Marks a Job as finished. This will also add the Job to an Invoice. You can also Complete the selected jobs by pressing Alt+C anywhere in the screen.

Cancel Job Removes the Job from the Route Sheet, Mobile App, and the Dispatch Board. You can still view cancelled Jobs using the status filter.

Waiting List Moves a Job back to the Waiting List. Only previous Waiting List Jobs and Package Jobs can be put back on the Waiting List. You can also send the selected Jobs back to the Waiting List by pressing Alt+W anywhere in the screen.

Skip Job Marks the Job as skipped. You are required to enter a reason for skipping the Job. The reason appears below the Job on the close out day view.

Mark as Multi-Day Job Multi-Day Jobs continue to show up on the Dispatch Board until they are completed.

Clear Multi-Day Flag Makes the Multi-day Job a normal Job again. Normally, Jobs only show on the day for which they are scheduled.

Routing Actions Description

Manual Turns on the drag and drop capabilities of the grid. Once it is enabled, you can drag the Job to its correct position in the route.

Group Stops Orders Jobs based on their raw distance from the starting point (for the first Job) or from the last Job processed. It is strictly limited to mileage based on how the crow flies and not driving directions.

Optimize Stops Uses an optimization algorithm to reduce drive time. It does consider actual roads and driving directions in the optimization.

Master Routes Defined Client order lists. Jobs are placed in the order of the Clients in the Master Route. You can define Master Routes under Scheduling->Settings->Master Routes.

Split Assignments “Breaks” Jobs into multiple Jobs (visually) based on the number of assignments. This means you can route each Resource independently of the other Resources assigned to the Job.

Cancel Split Assignments

Joins previously split Jobs back into a single Job, meaning the Resources cannot be routed individually.

Dispatch Board


Clear Rescheduled Flag

When a Job is moved from a previously scheduled day to a new day it turns on the Rescheduled flag. These Jobs appear at the top of the Dispatch Board in green. You should clear the flag if you want to show these Jobs in route order.

Communication Description

Email Allows you to send emails to Clients from the Dispatch Board. For example, there is a delay because of rain and you need to notify the Clients.

Jobs without Emails Displays a list of Clients on the Dispatch Board who do not have an associated email address. This is useful in case you need to call these Clients to notify them since you cannot send them an email.

Bulk Edit

The Bulk Edit dialog allows you to move Jobs and/or reassign Resources to Jobs. This is how

you would move a Job to another day:

1. Select one or more Jobs from the Dispatch list.

2. Select Bulk Edit from the Actions menu (or press Alt+K)

3. Enter a new date for the job(s).

4. Click Update

The Jobs are now moved to a new date. Follow the same steps for reassigning resources to

Jobs. If the Date or Assign To fields are left blank, they will not be updated on the Jobs. The

permanent checkbox only applies to the resource assignment. If selected, all future Jobs will

be assigned to each resource selected in the list.

Skip Job

The Skip Job dialog allows you to specify the reason for skipping the Job.

1. Select one or more jobs in the list.

2. Select Skip Job from the Actions

menu.

3. Enter the reason for skipping the job.

4. Click the Skip button.

NOTE: Though Bulk Skip will require a reason,

clicking on the icon for an individual Job to

Skip it will not.

Dispatch Board


Sorting

The Dispatch Board is sorted by a Default order. The Default sort order is shown in the image

below. You can change the sort within your session by clicking on a column header; however,

the next time you load the screen, the Dispatch Board will be sorted in the Default order.

To permanently change the sort order, click the Customize Sort Order option under the More

drop-down menu. This will display the following dialog.

1. Drag and drop items under the Sort Order column to change the Sort Order.

2. Drag and drop new items from the left column to include new fields in the sort order.

3. Click the “ ” to remove columns from the Sort Order box.

4. Click Sort Grid to save the new sort order and resort the items in the Dispatch Board.

5. If you want to back out, you can click “Cancel” to close the dialog without saving your

changes or hit the “ “ button.

Crews and Crew Assignments

A Crew (or team) is the grouping of Employees and Vendors into a single, assignable work

unit. Assigning a Crew to a Job has the same effect of assigning multiple Employees to the

same Job. The advantage a Crew has over individual assignments is the ability to swap out the

Crew members without affecting the Job.

Creating a Crew

You need to create a Crew before you can assign Resources or Jobs to it. The following

describes the steps to create a crew.

1. Go to Scheduling->Crews

Dispatch Board


2. Click Add Crew.

3. Enter a Description and a Crew Code (keep it short), and select a color.

4. If you are going to route the Crew and the Crew does not start at your office, then

enter the starting address information.

5. Click the Crew Assignments tab.

6. Make your default crew assignments. These can be overridden from the Dispatch

Board. You may choose which days each Crew Member will routinely work on this

Crew.

7. Click Save.

Dispatch Board


Making Crew Assignments from the Dispatch Board

Service Autopilot has a quick way to manage crews on the Dispatch Board. Once you have

created your first Crew, a new menu option called Assign Crews shows on the More button.

Open the Crew Assignment dialog by clicking on this menu option.

To manage Crew assignments, select the date. The default assignments will be loaded into the

editor. Drag and drop Crew Members in/out of the Crew area. The assignments are made

immediately so there is not a need to save. Click the “ “ in the upper right corner once you

have completed your changes.

Assigning Resources to Jobs

Now that you have created Crews and assigned Resources to them, you’ll want to assign the

Crew to a Job. You can do this in two ways on the Dispatch Board: Bulk Edit and by clicking

on the icon next to the Job itself.

Bulk Edit

1. Select the Jobs by clicking the

checkbox on the left side.

2. Select Bulk Edit from the Actions menu.

3. Select the crew from the Assign To

drop list.

4. Click permanent if you want this job

and all future jobs performed by this

crew.

5. Click Update.

It is only necessary to assign Resources to a Crew if you are using the Mobile App. When using the Mobile App, you only have to assign the Crew Leader to the Crew.

Dispatch Board


Change Assignment/Status

Clicking on the icon next to

the Job will pull up a

“Change

Assignment/Status”

dialogue box. Changes will

be saved for that Job only.

Don’t forget that once you

have selected your

Resources from the drop-

down menu under “Assign

to,” you must click out of

the drop-down and click “Save.”

You can use the same steps to assign individual or multiple Employees or Vendors to a Job.

Crews are not required.

Dispatching

A Job in Service Autopilot can be in one of six states:

Pending Dispatch

Dispatched

Cancelled

Skipped

Completed

Waiting Listed

Jobs Pending Dispatch

All Jobs start in the Pending Dispatch state. If a Job is Pending Dispatch it will not show up

on the Route Sheets or on the Mobile App. Pending Dispatch means the Job is planned but

not yet Dispatched to a route. There are two status icons to indicate a Job is Pending

Dispatch.

Dispatch Board


Dispatched Jobs

A Dispatched Job will show on Route Sheets and on the Mobile App. Select the Jobs to

Dispatch by clicking the checkbox on the left side; then, select Dispatch from the Actions

menu or press Alt+R. The Status Icon changes to a smart phone to show you that the Job has

been Dispatched. The same process can Cancel a Dispatch, Skip a Job, Complete a Job, or

Cancel a Job.

Cancelled Jobs

A Cancelled Job will show a red “X” on your Dispatch Board until you refresh, at which point

it will disappear, having been Cancelled. A record of that Job will still appear under the “All

History” link on the Client’s Edit Screen. Cancelling Dispatch, however, merely means that the

Job goes back into Pending/Scheduled status.

Dispatch Board


Skipped Jobs

Skipping a Job will leave the Job on your Dispatch Board on the day it was Skipped with a

stylized arrow as your indicator. Once you Reschedule the Job by moving it to another day,

the Job will continue to show on that new day as having been Skipped to indicate to you that

you may want to route it with more immediacy.

Completed Jobs

When you Complete a Job, that Job will remain on the Dispatch Board with one of three

icons next to it to indicate that the Job is Complete. You will notice that once a Job has been

Invoiced, clicking on the Icon next to it will open the Invoice and you will no longer be able to

change the status of that Job.

Jobs on the Waiting List

Waiting List Jobs are, visually, very similar to those on the Dispatch Board. One significant

difference is that you will see the “Date” column as showing the start and end dates for the

period during which the Waiting List Job should be completed, so you can see how much

time you have left to complete it.

Dispatch Board


Close Out Day

Turn on the Close Out Day column to switch the Dispatch Board into a

Close Out Day View. Select the checkbox next to Close Out Day under the

columns drop-down list on the right side of the page. There is also a

default Screen View called “Close Out Day.”

The Close Out Day View allows you to enter additional information about

a Job once it is completed. For example, you may need to enter the hours

worked on a Job if you are not using the Mobile App. The easiest way to

enter the hours worked is to enter the number of Resources on the Job and the hours worked

by each “Man,” per the column title. This will calculate the bill quantity for you automatically.

Click on a row, and several boxes will become clickable so that you can edit the information.

Now you can enter start

and stop times which will

automatically calculate

the hours for you. If each

Resource worked

different times on the

Job, then you can enter

the specific times in the

“Edit Job Times” dialog.

When you save that, the time fields will be replaced with a link stating that the work times

vary on the job. The hours will be populated with the correct amount of work time.

Click Save or continue to tab through the fields. Service Autopilot™ will take you to the next

row automatically when you tab out of the Amount field on the current record.

Marking a Job as Complete

If you are not using the Mobile App, then you will need to mark Jobs as Complete at the end

of the day. To do that, select the Jobs by clicking the checkbox on the left side. Select

Dispatch Board


“Complete” from the Actions Menu or press Alt+C. The job’s status changes to Completed,

and the Job is added to an Invoice. As mentioned above, the green check mark indicates the

Job is on an Incomplete Invoice: perhaps you bill monthly or weekly and more Jobs may be

added to this Invoice. The document icon with a checkmark indicates the Job is on a

Completed Invoice.

At the end of the day, your Dispatch Board may have a mix of Completed Jobs on Complete

or Incomplete Invoices, depending on the Client’s billing preference. You may have skipped

Jobs, you may have placed rescheduled Jobs on the board, there may be a few Jobs that just

didn’t get done for some reason, and there may be Jobs that will end up taking more than

one day to complete and need a Multi-Day designation.

Waiting List

The Waiting List is a list of Jobs that are not scheduled on a

specific day. Waiting list jobs have a “Start Date” and a

“Complete By” date. This provides your company flexibility in

scheduling the Jobs.

To view the Waiting List, click on the Waiting List link in the

Screen View drop-down menu. You can also find the Waiting

List from the Scheduling Tab at the top of your Service

Autopilot™ screen.

Dispatch Board


Missed Waiting List Jobs appear in pink.

Package Jobs on the Waiting List

Package Jobs, which are usually a series of Waiting List Jobs, also appear on the Waiting List.

Unlike a Waiting List Job, however, a Package Job -- because it may have several treatments

or visits involved with a required wait time between -- can have a minimum number of days

between each piece of the Package. Round 2, for example, cannot be applied to the property

until round 1 has been down for 30 days. In this case round 2 will not show up on the waiting

list until 30 days after the completion of round 1. Remembering this can help you avoid some

stress when you don’t see a Job appear as expected on the Waiting List. Always check the

Package to see if there are Minimum Days set.

Package Jobs also have the option to set Conflict Days. These are indicated with a warning

symbol in the job’s status column. Mister Allison has a Weekly Recurring Job on Wednesdays,

so we set up his Sample Package with Wednesday as a conflict day.

Dispatching a Job from the Waiting List

Remember that when you Dispatch from the Waiting List, your Job will “disappear” as it is

moved to the Dispatch Board!

1. Select the Jobs to Dispatch by clicking the checkbox on the left side.

2. Select Dispatch from the Actions menu or press Alt+R.

3. The job will be moved to the date selected at the top of the screen next to the

“Refresh” symbol.

Dispatch Board


There is a box next to the date field called “Use Minimum Days Since.” If you check this box,

your Waiting List will NOT show Jobs whose “Minimum Days” requirements have not been

met. This helps keep you from accidentally scheduling out of order as well as keeping your

services from overlapping.

Mister Allison has a Package

with a Winter and Spring

Maintenance that have a

requirement of 45 days

between services.

If we “Use Min Days Since” in our search for Jobs on the Waiting List, only one Job shows for

Mister Allison: his “Winter Maintenance,” whose window has expired. “Spring Maintenance”

won’t show because it hasn’t been 45 days since we performed his “Winter Maintenance.”

Remove the “Use Min Days Since” checkmark, and you can see both Jobs.

Dispatch Board


Use Bulk Edit if you need to move Waiting List Jobs to a different date or assign a Resource.

Select the Jobs by clicking the checkbox on the

left side of your Waiting List.

1. Select Bulk Edit from the Actions menu or

press Alt+K.

2. Enter the Dispatch Date and/or assign a

Resource. If you don’t select a Resource

the currently assigned Resource will be

used.

3. Click the “Dispatch” button.

4. The Job will be moved to the date selected in the “Move To” field.

Routing

Routing is the process of ordering your Jobs in the most efficient manner. Service Autopilot™

has four options for your Routing needs :

Manual Group Stops Optimize Stops Master Routes

There are also three ways to save all Routes, regardless of Routing option:

For each Routing option, when you have completed your Routing, you will choose one of

these options to save that Route, which will appear in a yellow bar above your Job Grid. We’ve

broken it in half below.

Actions Description

Update Today’s Route Only Only the Jobs on the Dispatch Board will have their route order updated.

Update Every Week All Jobs on the Dispatch Board and Jobs on the same day will be updated in subsequent weeks.

Update Every Other Week All Jobs on the Dispatch Board and Jobs on the same day in subsequent weeks will be updated, except Service Autopilot™ will skip a week between updates.

Dispatch Board


Manual Routing

Manual Routing allows you to order Jobs by dragging and dropping them at your discretion

within the grid. To use Manual Routing, select “Manual” from the Actions Menu. This gives

you the ability to drag and drop rows. A reorder icon will appear ( ) on the far left of your

screen when you hover over a row. To move a Job up or down in order,

1. Click and hold down the left mouse button.

2. Drag the row to where you want it to appear in the Route.

3. Release the left mouse button.

4. Click a Sav option on the yellow bar.

Group Stops

Group Stops automatically orders Jobs based on their distance from the starting point (for

the first Job) or from the last Job processed. It is strictly limited to mileage based on how the

crow flies and not driving directions, so you’ll need to pay attention to large natural barriers

like lakes and may need to reorder a few Jobs.

1. Select “Group Stops” from the Actions menu to order the Jobs using the Group Stops

feature. The Apply Group

Stops dialog opens.

2. Select a Resource and click

Apply. The Jobs will now be

in the most efficient order

using raw mileage

calculations (e.g. not

factoring roads into the decision).

3. Reorder as needed.

4. Click a Save option on the yellow bar.

Dispatch Board


Optimize Stops

Optimize Stops uses an optimization algorithm to reduce drive time. It considers actual roads

and driving directions in the optimization. This

feature is an additional cost for Members not

subscribed to Maps Pro. You can purchase

tokens by clicking the link in the Optimize Stops

dialog.

1. Select “Optimize Stops” from the Actions menu.

2. Select a Resource from the drop-down menu.

3. Click Optimize. The route will automatically be loaded into the Dispatch Board.

4. To save the route, click one of the Save options in the yellow bar.

Master Routes

Master Routes are a defined Client order list. The Jobs will be placed in the order of the

Clients in the Master Route.

Defining A Master Route

You can define Master Routes under Scheduling>Settings>Master Routes.

To define a new Master Route, click Add Master Route in the upper right corner of the

screen.

1. Enter a Description for the Master Route.

2. Select an Assigned Resource, Service, Postal Code, or Map Code.

3. Click the Search button.

4. Reorder the Clients in the list to match your Route Order.

5. Click the Save button.

Dispatch Board


Applying A Master Route

Once you have a Master Route defined, you can use it on the Dispatch Board.

1. Select “Master Routes” from the Actions menu.

2. Select a resource from the drop list.

3. Click Apply. The route will automatically be loaded

into the Dispatch Board.

4. To save the route, click one of the buttons in the

yellow bar.

Dispatch Board


Multi-Day Jobs

The Multi-Day Job feature allows you to mark Jobs that were not finished on a given day for

inclusion in the next day’s Dispatch Board. The Jobs will continue to show on the Dispatch

Board on subsequent days until the Jobs are marked as completed.

Marking a Job as Multi-Day

1. Select one or more Jobs in the

Dispatch Board.

2. Select “Mark as Multi-Day Job”

from the Actions menu.

3. A confirmation dialog will appear;

click OK.

4. Now, the Job will appear on

subsequent days on the Dispatch

Board and will be marked with a

red pin in the icon.

Completing a Multi-Day Job

You will have to specify the completion date of Multi-Day Jobs when you mark them as

completed.

1. Select one or more Multi-Day

Job(s).

2. Select “Complete” from the

Actions menu or press Alt+C.

3. A dialog will prompt you for the

completion date of the selected

multi-day job(s).

4. Enter the completion date.

5. Click the Complete button.

Dispatch Board


Split Assignments

Split Assignments allows you to “break” Jobs into multiple Jobs based on the number of

Crew or Resource assignments. This allows you to Route each Resource independently of the

others assigned to the Job.

1. Select the job(s).

2. Select Split Assignments from the Actions menu.

This will create multiple occurrences of the Job on the Dispatch Board, one for each

assignment. Now the Jobs can be routed independently of each other. The icon under the

job’s status icon indicates that this is a Split Assignment and not an accidental duplication of

the Job.

There will still be only one Job Record in the database, but you will see two occurrences for

Dispatching and Route Sheet purposes.

Snow Dispatch

[This is an abbreviated explanation of Snow, for Dispatching purposes only.]

Snow Dispatching and Jobs are different from

standard, One-Time, Recurring, or Waiting List

Jobs. Snow Jobs are defined prior to the Snow

Event occurring, but are not actually generated

or scheduled until the Event occurs.

Enabling Snow

To get to Snow Dispatching you need to enable it in your account. Go to

Home>Settings>Company Information or use your quick link from your Profile link at the

top right of your Service Autopilot™ screen. About halfway down the page there is a checkbox

called Enable Snow.

Dispatch Board


Once Snow is enabled in your account, you will see an option under Scheduling called Snow

Dispatch.

Snow Services

Services must be enabled for use in Snow. This helps filter the list to only Services needed for

Snow. To add or edit Services, go to Scheduling>Settings>Services. Click the “Add Service”

button to add a new Snow service. Make sure you select the “Show in Snow Dispatch”

checkbox.

TIP: Name your Snow Services with “Snow” at the beginning to make them easy to locate

among your list of Services.

Dispatch Board


Creating a Snow Job

Snow Jobs are “On Demand,” so to create a new Job, you’ll select an “On Demand” Job from

the Plus/Add drop-down next to your Home icon.

You’ll need to choose a Client and Service from the drop-down lists and select one of the four

Invoice Types available in Service Autopilot™:

Invoice Type Description

Contract The Services are billed under an installment plan (Contract). There are cap limits to the number of Pushes or Events covered by the Contract.

Per Push Per Inch Each Push is billed at the billing depth specified.

Per Push Per Event The bill depths are summed for all Pushes in the Event. The final rate is determined by the summed bill depth.

Hourly The hours for all Resources on the Job are summed and multiplied by the hourly rate.

Contracts often have limits regarding how many inches, Pushes, or Snow Events are covered.

The cap can reset monthly or yearly.

Cap Type Description

No Cap The Contract is all-inclusive. There are no limitations on accumulated depth, number of Snow Events, or number of Pushes.

Number of Inches The Contract is limited to a specified number of inches in the month or year. Any overage will be billed at the standard rates.

Number of Pushes The Contract is limited to a specified number of Pushes in the month or year. Any overage will be billed at the standard rates.

Event The Contract is limited to a specified number of Snow Events in the month or year. Any overage will be billed at the standard rates.

Dispatch Board


Overage Invoice Description

When the Number of Inches, Number of Pushes, or Events exceed the Contract’s cap, the

overage will be billed separately on an Invoice. When there is an Overage, the Contract

Overage description is used on the Invoice line item.

Scheduling Snow Jobs

First, you need to create a new Snow Event. Click the icon next to the Event drop-down

list. The Add Event dialog will

open.

Select the “Dispatch Status.”

Specify a Dispatch date/time and

enter a description for the Event.

The “Dispatch Status” is used to

show Jobs on the Mobile App.

Once the Dispatch Status is set to

“Working,” all Jobs in the Event will

show on the App until the Event is marked as “Completed.”

Now click Add to Dispatch under

the More menu on the right side of

your Dispatch Board. You can

Dispatch in three ways for Snow:

Route, Service, or Resource.

The example below shows how to add jobs to the dispatch based on Services.

Select the Service

from the drop-down

menu in the first

section, and click

the Search button

below the “Snow Dispatch Details” section.

Dispatch Board


Your Search should have returned the Snow On-Demand Jobs matching the Services you

searched for. Now mark the Jobs you want to add to the Dispatch by selecting the checkbox

next to the Job.

Click the Add to Dispatch button when you are finished selecting Jobs. Now that the Jobs are

displayed on the Snow Dispatch Board, you can Dispatch, Complete, or Cancel the Jobs as

you would on the regular Dispatch Board.

service autopilot™ dispatch board board.pdfservice autopilot™ dispatch board table of contents...

Documents