Schedule Settings

This is a licensable feature in RepairCenter. The Vehicle Scheduler operates on several settings to represent your shop's overall capacity. The various settings allow you to set up one schedule or a combination of schedules. Each schedule can be set up with unique capacities. When activated, a Vehicle Schedule tab is added to the Whiteboard view.

If multiple schedules are set up for specific job categories, the schedule is shown on the Whiteboard in the Schedule column. Multiple schedules are set up when configuring Scheduler Pro (see below).

The Standard Scheduler allows you to have a maximum of two: Standard Schedule and FastLane jobs. When both are used, the schedule is shown on the Whiteboard in the Schedule column as Normal .

To configure the standard Vehicle Scheduler feature

Click More , then click Configuration . Select Production, and then select the Schedule tab.
Select the Use Scheduler check box.
Select any additional check boxes, as appropriate for your shop.
In the Standard Schedule box:

Based upon your historical numbers, determine the average total hours per day your shop can produce for your standard schedule. Enter this number in the Maximum Capacity field.
Determine an average Tech touch time number per day. To do so, take the maximum hours per day and divide it by the total number of technicians (average over the year). Enter this number in the Touch Time field.
The third number, Margin of Error, is a buffer to handle the unknowns, such as back orders, broken parts, paint problems, etc. A good starting number is 10 percent. This number may need to be higher if you commonly have a large number of vehicles dropped off with no prior notice.
If desired, select the check box to Include parts lead time when scheduling a job. This will then use the lead time entered in Configuration > Parts > Lead Time for the specific vehicle make.

If FastLane was selected in step 3 above, repeat steps 5a-d in the FastLane Jobs box. When FastLane jobs are enabled, the total of the Standard and FastLane maximum capacity numbers must equal the Maximum Capacity you calculated in step 5a above.
Click Update.

Scheduler Pro

If you work second or third shifts, or want to track certain jobs separately from the basic schedule, select Scheduler Pro. In Scheduler Pro, you create Schedules to identify the different work schedules (e.g., Morning Shift, Evening Shift, etc.).

This option cannot be selected if the FastLane schedule is activated; however, one of the schedules you set up in Scheduler Pro could be used for FastLane repairs.

To configure Scheduler Pro

Click More , then click Configuration . Select Production, and then select the Schedule tab.
Select the Use Scheduler Pro check box.
Note: This option is not available if you have Schedule Fast Lane Jobs selected.
Select any additional check boxes, as appropriate for your shop.
In the Scheduler Pro box, click Add to add a new schedule.
Enter the name of the new schedule, and then click OK.
With the new schedule selected, enter the appropriate information in the By Schedule fields:

Based upon your historical numbers, determine the average total hours per day your shop can produce for the new schedule. Enter this number in the Maximum Capacity field.
Determine an average Tech touch time number per day. To do so, take the maximum hours per day and divide it by the total number of technicians that will be working in this schedule (average over the year). Enter this number in the Touch Time field.
The third number, Margin of Error, is a buffer to handle the unknowns, such as back orders, broken parts, paint problems, etc. A good starting number is 10 percent. This number may need to be higher if you commonly have a large number of vehicles dropped off with no prior notice.
If desired, select the check box to Include parts lead time when scheduling a job. This will then use the lead time entered in Configuration > Parts > Lead Time for the specific vehicle make.
Select the number of business days per week that you will run this schedule.
Click Save.

Repeat steps 4-6 for each new schedule you want to maintain.
Click Update to save all changes.

Reference

The Schedule Settings Tab

Schedule Settings Fields
Use Scheduler	Activates the basic Scheduler feature. All new Repair Orders will automatically be scheduled to fit the shop capacity.
Number of future days for scheduling vehicles	Select a range of 30, 60, 90, 120, 150, or 180 days from the drop-down menu to schedule the vehicle within the chosen viewing calendar period on the Vehicle Schedule screen. By default, the selection is set to 90 days. Note: if users configure a range greater than 90 days, it may take additional time to load the 'Vehicle Schedule' tab and convert the opportunity into a Repair Order.
Use Scheduler Pro	Select if you wish to have more than a normal and FastLane schedule. This option cannot be selected if the FastLane schedule has been activated. One of the schedules you set up could be used for FastLane repairs. This option is often used when a shop runs a second or third shift, or wants to track jobs that require a special technician.
Recalculate Due Out Date based on supplemental hours	Supplements may affect the original schedule. Select this option if you wish the Scheduler to determine a new Out Date when a supplement changes the labor hours on the job. This could result in extending or reducing the Due Out date. (Not recommended. It is recommended that you manually adjust your Due Out date based on the circumstances of the supplemental data.)
Calculate and show first available date on estimates	Use this option if you want the Schedule List View tab to display the first date that your shop is not at capacity. If you have set up Scheduler Pro, the Schedule List View tab will present a drop-down list to select the Job Category (schedule) to show the first available date. If you have not set up Scheduler Pro, the first date the shop is not at capacity for the standard schedule will automatically display.
Standard Schedule / FastLane Jobs
Maximum Capacity	The maximum number of hours per day that your shop is able to handle. When FastLane jobs are enabled, the total of the Standard and FastLane maximum capacity numbers must equal the Maximum Capacity.
Touch Time	The average number of hours a vehicle will be worked on ("touched") in a day.
Margin of Error	The buffer added to the schedule to assure on-time or ahead-of-time delivery of a vehicle. If a percentage is entered here, the total labor hours for calculating purposes will be increased by this percentage before calculating the first available In Date.
Include parts lead time when scheduling a job.	Select to automatically include in the schedule any lead time needed when ordering parts. For example, if the first available date in the schedule is tomorrow but the vehicle you are scheduling requires 3 days to receive parts, the scheduler will calculate the In Date to be 3 days from today.
Scheduler Pro
Maximum Capacity	The maximum number of hours per day that your shop is able to handle per schedule.
Touch Time	The average number of hours a vehicle will be worked on ("touched") in a day.
Margin of Error	The buffer added to the schedule to assure on-time or ahead-of-time delivery of a vehicle. If a percentage is entered here, the total labor hours for calculating purposes will be increased by this percentage before calculating the first available In Date.
Include parts lead time when scheduling a job.	Select to automatically include in the schedule any lead time needed when ordering parts. For example, if the first available date in the schedule is tomorrow but the vehicle you are scheduling requires 3 days to receive parts, the scheduler will calculate the In Date to be 3 days from today.
Add/Delete	Add or Delete schedules in this area. Once a new schedule has been added, select it, and then enter the appropriate information in the fields above.
Business days per week	The number of business days per week that you will run the selected schedule.