Overview
Maintain access to critical information with the Job Tray on the Daily Dispatch Board. The Job Tray is below the board and displays job appointments by status in different tabs. You can filter, sort, and assign appointments to technicians from the Job Tray. The Unassigned and Alerts tabs are especially important, as they show you which job appointments need your attention first.
Note: If these instructions don't work for you, you may still be using the classic version of the Dispatch Board. See Use the Job Tray on the Daily Dispatch Board for more information about that version.
Who uses this feature
Administrators, dispatchers, CSRs, managers, and other office employees
Applies to all business types
Note: The Job Tray is a per-user setup. It needs to be configured individually for each user. Each user will need to adjust it based on their preferences, as changes made by one user won't affect others. This allows for a personalized experience for everyone using the Job Tray.
Things to know
The Job Tray shows you appointments with a start date of up to 30 days before the selected date. For more, see Status tabs section of this article.
By default, the Job Tray shows you up to 50 appointments. You can configure your view to display up to 250. For more, see Configure the Dispatch Board.
Job Tray settings change the view at an individual level, so your Job Tray appearance can be different from other people on your team.
You can use the Job Tray to make quick assessments and take required actions for upcoming appointments. For example, you can sort the Job Tray for unconfirmed appointments, and then call or text the customer to confirm the appointment.
View and manage appointments with the Job Tray
To view the Job Tray on the Daily Board:
Go to the navigation bar and click Dispatch
> Daily Dispatch Board.On the Daily Board that opens, scroll to the table below the board. This is the Job Tray.
There are two tabs:
Job Tray
Holding Area
From the Job Tray, you can:
See the quantity of job appointments on each tab.
Assign a job appointment to a technician under the Unassigned status > Assign Technicians column.
From the Select Technician dropdown field, select the technician you want to assign a job to.
Click Assign / Unassign.
Assign a job appointment to a technician using Click-to-drop.
Click Click-to-drop for the appointment you want to assign.
Click the slot on the board where you want to place the appointment.
Click
, the flyout opens displaying the job details.
Click the More
to perform quick actions or open a job, invoice, location, customer or map address record details in a new tab.
Filter the Job Tray by clicking Filter
in a column header and selecting filtering options.
Sort the Job Tray by clicking each column header.
Click a Job Tray tab to see appointments separated by their status. For more, see Status tabs.
Tip: Review job appointments that need immediate attention from the Alerts tab. Click X to dismiss an alert. For more on alerts, see Configure alerts on the Dispatch Board and Dispatching icon and alert glossary.
Click a Page Number or Arrow to see more job appointments in the Job Tray.
See the priority level of a job appointment in the Priority column.
Tip: You can add or remove columns from the Job Tray and also adjust the number of job appointments that show up in each column in Dispatch Configuration. For more, see the Configure Board Appearance section of Configure Dispatch Board appearance and settings.
Click the Holding Area tab to view jobs that are not yet assigned to a technician. From here, you can drag and drop jobs onto a technician's schedule to assign them.
This tab is a visual layout, while the Jobs Tray is shown in a table format. The Holding Area makes it easier to match jobs with technicians and times, and it's a helpful replacement for using dummy technicians.
Tips:
Use the Calendar, Business Unit, Job Type, or Zone filters to narrow down and find specific jobs.
Use the Group By dropdown to find jobs by business unit, job type, or zone.
Status tabs
Status tabs are directly under the Dispatch Board and are what make up the Job Tray. Each row in a tab corresponds to a single job appointment. To see appointments scheduled in the past, change the date at the top of the Dispatch Board.
Job Tray status tabs include:
Unassigned
The Unassigned tab shows appointments that do not have a technician assigned.
When today's date is selected, all unassigned appointments scheduled for that day and the past 30 days are shown.
If a date in the past is selected, all unassigned appointments for that date and 30 days prior are shown.
If a date in the future is shown, you see all unassigned appointments for that date only.
Alerts
The Alerts tab shows any alerts you have set up and the appointments that have triggered them.
You only see appointments with alerts scheduled for the date you are viewing.
Scheduled
The Scheduled tab shows appointments in scheduled status.
When today's date is selected on the Dispatch Board, all scheduled appointments scheduled for that day and the past 30 days are shown.
If a date in the past is selected, all scheduled appointments for that date and 30 days before are shown.
If a date in the future is shown, you see all scheduled appointments for that date only.
Unconfirmed
The Unconfirmed tab shows any appointments that have not been confirmed by your customer or manually by the Office using the Confirm feature.
When today's date is selected, all unconfirmed appointments scheduled for that day and the past 30 days are shown.
If a date in the past is selected, all unconfirmed appointments for that date and 30 days prior are shown.
If a date in the future is shown, you see all unconfirmed appointments for that date only.
Dispatched
The Dispatched tab shows any appointments that have technicians dispatched.
With any date selected, you can see all appointments that are currently dispatched for 30 days in the past and 7 days in the future.
Working
The Working tab shows any in-progress appointments where the technician is marked Arrived.
With any date selected, you can see all appointments with working technicians for 30 days in the past and 7 days in the future.
Paused
The Paused tab shows any appointments that are currently paused.
With any date selected, you can see all appointments with working technicians for 30 days in the past.
Appointments in the Paused tab can show up in other tabs because the Pause status is applied to technicians, not the whole appointment. So, if you have two technicians on an appointment, one who is paused and one who is working, those appointments will show up in both the Working and Paused tabs.
Done
The Done tab shows closed-out appointments marked Done (Complete on the technician side).
Only appointments that were marked Done on the date selected are shown.
Hold
The Hold tab shows all appointments that have been placed on hold scheduled for any date in the future, today, or in the past.
Canceled
The Canceled tab shows appointments that have been canceled for the selected date only.
Future
The Future tab shows all appointments scheduled for the future after today's date.
Add custom fields to the Jobs Tray
Note: You can add custom fields as columns and choose which ones to show up to 15.
Go to the navigation bar and click Dispatch
.Then select Daily or Weekly Dispatch Board.
On the dispatch board you selected, click Dispatch Preferences
.On the Dispatch Preferences window that opens, click Jobs Tray Columns.
In the column list, select the custom fields you want to include.
Tip: Drag and drop the custom fields to set their order.
Note: Custom fields are marked with the user
icon.
Configure custom fields
To configure custom fields and see where they appear:
Go to the top toolbar and click Settings
.In the side panel, go to the Operations>Custom Fields.
On the Custom Fields screen that opens, configure the fields you want to use. For more, see Use custom fields.
Note: Currently, not all custom fields are supported on the Roto-Rooter Dispatch Board. For more, see Supported Custom Fields.
Populate custom fields on a job
Go to the navigation bar and click Dispatch
.Then select Daily or Weekly Dispatch Board.
On the dispatch board you selected, go to the Jobs Tray section.
Under the Job Appointment column, click the job number.
On the job record screen that opens, click Edit Job.
On the Edit Job screen that opens, find the custom field you want and enter details.
Click Save.
Go back to Dispatch Board and confirm that the value appears in the corresponding custom field column in the Jobs Tray section.
Supported Custom Fields
The following elements are supported as custom fields:
Customer Record
Location Record
Job Record
Project Record
Purchase Order
Installed Equipment
Technician Settings Page
Customer Membership Record
Installed Equipment System
Estimates
Want to learn more?
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