Using the Scheduling Genie

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This document will show the user how to use the Scheduling Genie within NPAWorks. This feature is helpful in assisting in the scheduling process. If you would like your staff to have access to this feature, please contact your Support Account Manager.

 

The first portion of the Scheduling Genie will be to create, add, or edit “Attributes”. These attributes are assigned to each staff member to help fulfill the client’s needs.

 

  1. To begin, start on the main screen of your NPAWorks.
    1. Click on the Edit button located on the top menu bar.
    2. Then click on “Scheduling Genie Attributes”.
  2. The Scheduling Genie Attributes window will be displayed. Attributes are used to identify the needs of the agency’s clients. Here the user can add or edit attributes.
    1. To add an attribute, click on the add icon located on the right of the window.
      1. Then fill in the attribute sentence by selecting either “can”, “has” or “is” from the dropdown menu.
      2. Next, enter the attribute in the attribute name field.
      3. Lastly, the user can enter a shorten version of the attribute name for organizational purposes.
    2. To edit an attribute, click on the edit icon located at the top right of the window.
      1. Any previously entered attributes can be edited simply by choosing a new verb from the dropdown list or by typing in the attribute fields.
      2. To delete an attribute, click on the “X” button located to the left of the attribute.
      3. Note, editing or deleting an attribute will result it either being updated or removed from all client or staff profiles that it has been used on.
    3. Once the attributes have been set, click on the Save button located on the bottom of the window.

The attributes can now be assigned per staff member. The Scheduling Genie Staff Attributes window allows the user to select attributes created in the previous step for a staff, if they fulfill the attribute, and to set the staff’s availability.

  1. Beginning back on the main screen of your NPAWorks, select Staff on the left of the screen.
  2. Once your staff list is displayed,
    1. Highlight the staff‘s name you wish to assign attribute to.
    2. Click on the Scheduling Genie icon located on the top toolbar.
  3. With the Scheduling Genie Staff Attributes window open,
    1. Click the attribute toggle to select or deselect the attribute for the staff.
    2. For the language attributes, use the dropdown menus to select the languages the staff speaks.
    3. When a new attribute is added, the user will see a “new” label to the left of the attribute.
      1. Note, when a new attribute is added it must be selected in the staff attribute window per staff in order for it to be used.
    4. Lastly, to fully use the Scheduling Genie the staff’s availability must be set.
      1. If the staff’s availability needs to be set or updated, simply click on the “Update Availability” button.
        1. Here the user will be taken to the staff’s schedule to add their availability.
    5. Click Save to save your work and to close the window.

Let’s now use the Scheduling Genie for clients. The Scheduling Client window allows attributes and availability to be set per client. Moreover, the user can search for suitable staff members that fulfill the client’s attribute requirements.

 

  1. Returning to the main screen,
    1. Select Client on the left side of the screen.
    2. Highlight the client‘s name you would like to use the Scheduling Genie.
    3. Click on the Scheduling Genie icon located on the top toolbar.
  2. With the Scheduling Genie open,
    1. Click on the “Update Availability” button.
      1. Here the user will be taken to the client’s schedule to add or update their availability.
  3. On the Attribute section of the window,
    1. Click the attribute toggle to select or deselect each attribute needed for the client.
    2. For the language attributes, use the dropdown menus to select the languages the client speaks.
    3. If a client has an attribute that the staff must fulfill, select the “Required” selection box to the right of the attribute.
    4. Note, when a new attribute is added, the user will see a “new” label to the left of the attribute.
      1. Note, when a new attribute is added it must be selected in the attribute section per client in order for it to be used.
  4. Moving onto the “Find Matching Staff” section.
    1. Service needed – Use the dropdown menu to select the service the client needs a staff to complete.
    2. Staff location within – Enter the miles for the distance to be calculated from the client’s default service location and the staff’s home address.
      1. Note, this distance is calculated in a straight-line between the two locations.
    3. Search dates from – Use the mini calendars to select the search dates for available staff.
      1. Note, this field is defaulted from the current date to the end date of the selected service.
    4. Include inactive staff – Click on the toggle to include inactive staff members in the search.
    5. Include incomplete credentials – Click on the toggle to include staff members with incomplete credentials in the search.
    6. Include expired clearances – Click on the toggle to include staff members with expired clearances in the search.
    7. Once the Find Matching Staff criteria has been set, click “Search”.
  5. Next, the Results will be listed. The staff members that most closely match the client’s attributes and matching criteria are listed first.
    1. You can increase the window size by clicking the maximize button in the right corner.
    2. The Results will show the following
      1. Staff Name
      2. Availability percentage – This is based on the availability set on both the staff and client schedules.
      3. Miles from Client
      4. Attributes Fulfilled
    3. Click on the expand button in the right corner to extended the results to display all attribute columns.
    4. The number of result pages will be listed at the bottom of the window.
    5. The number of results per page can be changed with the dropdown menu.
    6. Use the Export button to export your results to excel for further analysis.
  6. The staff’s availability can be compared for more than one staff member. To do this,
    1. Check on the selection box next to each staff member’s name.
    2. Then click on the Compare Availability button.
  7. The Compare availability window will show the following:
    1. Time of day
    2. The date range will be listed on the left
    3. The individual day within the date range will be listed in the left column.
  8. In the main area of the window,
    1. The client’s availability will be displayed.
    2. Followed by each staff member that has been selected to have their availability compared.
    3. This is useful to visually analysis how best to schedule the client with a staff member.
    4. Click on the Back button to return to the Scheduling Genie.
  9. Lastly, click Save in the lower right corner to save the client’s attributes and the matching criteria. This will also close the window.