Syrinx® - Workshop Scheduler 

Overview: This guide is designed to help you with the Workshop Scheduler.

The Workshop Scheduler helps manage workshop jobs and goes hand-in-hand with the Workshop App but can work independently of it.

Some of the features of the Workshop Scheduler include:

• Allocation of jobs per workshop staff per day, allowing a clear and visible plan for each day
• The ability to prevent jobs from being allocated to absent staff
• The main scheduling area can zoom in and out and resize
• Start and end times can be changed to suit business work hours
• Jobs can be resized for the expected job duration
• Drag and drop functionality to enable quick and easy job allocation
• Sort and filter features allow total control of what is displayed
• Easily toggle between Reminders and Jobs
• The ability to change depots to view the workload of other depots
• The ability to toggle between Fleet Service Jobs and Customer Service Jobs, while keeping them separate
• Display of job details on the right-hand side of the screen
• Misc Jobs can be added as and when needed to better manage time
• A single click allows the job or mobile job to open in Syrinx
• The ability to text or email the contact directly from the Scheduler
• Daily, weekly, and monthly view options of job allocations
• User permissions can be set in Configuration to allow users to view the Scheduler but not manipulate or edit it

The Workshop Scheduler can be found under the Workshop tab.

To allocate a job to a staff member, simply drag and drop the job from the bottom section onto the line belonging to the staff member in the top section. Once it has been dragged onto the staff member line at the relevant time allocation, it can then be extended to the appropriate expected time the job will take, by clicking on the left or right-hand side of the job and dragging it out.

It is simple to switch between viewing Jobs and Reminders, keeping both easily accessible but separate.

Reminders, like Jobs, can be dragged and dropped onto a staff member.

When a Reminder is dragged onto a staff member, it will automatically open a Job for the Reminder. Enter the mandatory fields using the dropdown menus and complete all other fields. Once done click OK.

This saves time by not having to go into Syrinx, check the Reminders, open a Service Job and then drag and drop it onto a staff member in the Workshop Scheduler.

Misc Jobs are used when the staff member will be allocated a task that is not a job that has been created in Workshop. This could be many different scenarios, e.g., collecting parts from a supplier or picking up a key from a customer on the route back from a job, taking a scheduled lunch break, stopping to get tyres checked, etc.

Misc Jobs are located at the top right-hand side of the allocation screen.

To create a Misc Job, click and drag from the  Misc Job onto the staff line you wish to allocate the job to. Once that is done the Properties on the right-hand side will appear. By clicking on the square with the 3 little dots, a window will

appear asking to choose a Customer Visit, Supplier Visit or Other.

Should the staff member be collecting e.g. parts from a supplier, select Supplier Visit. A window with a list of all suppliers will appear. Select the relevant supplier. In the dropdown menu, select the Site and the address will populate. Any notes can be added in the Notes section. This is how the staff member will be able to see where they need to go and what they need to do there. If a Misc Job is being added simply for a lunch break, the Company, Site & Address fields can be left blank and a message such as "Lunch Break" can be inserted into the Notes field. The Scheduler will have to be refreshed (top left-hand corner) to see the updated changes on the Misc Jobs.           

There is a Job Search option to help locate jobs on the Scheduler. In the Job Search window, type a keyword, and all jobs containing that word will appear. By clicking on the relevant line and clicking OK, the job details will appear in the Properties on the right-hand side.

Once jobs have been dragged and dropped from the bottom section to the allocation section, the jobs will be visible to the staff using the Workshop App. As they progress with their jobs the progression will be visible from the little squares in the bottom left-hand corner of each job. If the Workshop App is not being used, this feature will not be relevant.

It is worth noting that the Workshop Scheduler does not automatically refresh, so using the Refresh button regularly is a good habit to form.

If a staff members name does not appear in the Scheduler, check that he/she is set up under the Staff tab and click on Staff Members on the ribbon.

Details tab - Ensure "Workshop?" is ticked

Misc tab – Ensure this tab is completed with the username, depot and, "Synchronise All Jobs?" is ticked

If a staff member is absent from work, and the absenteeism has been recorded under the staff member, workshop jobs will not be able to be allocated to that staff member.

Click on the Staff tab and Staff Members on the ribbon. Select the relevant staff member and click on Amend to access their file. In the Absenteeism tab, click Add and select the type of leave from the dropdown menu and add the date.

Complete all details including start and end dates, times and any notes and click close.

If a job gets dragged onto the absent staff member in the Workshop Scheduler, the job will not be able to be dropped onto the staff line and a window will pop up to say that the staff member will be absent. Details are not shown for confidentiality reasons.

If it is only for part of the day, the times the staff member will be unavailable will show in the window.