The Smart Assign (Phase 1) feature, which helps us automatically assign labor to tickets by optimizing travel distance. This initial phase focuses on automatically assigning labor based on optimizing travel distance or duration, making our scheduling more efficient and effective.
Step1: Adjust maximum travel distance and maximum preferred employees under company settings or at the branch level.
Step2: Add the preferred labor with the Flagger role under the customer screen.
Step3: Add number of flaggers required at the ticket level.
Step4: Go to Schedule Tickets → Day View → Smart Assign. Clicking on the Smart Assign button will display the preferred labor details.
Employees will be assigned based on distance from ticket/job location, if the employee is closer to the job/ticket location then that employee will be preferred for assigning.
Once the labor is assigned for any particular ticket, then that ticket will not be available again for smart assignment if the No. of flaggers are full filled for that ticket.
If the Employee is on Time off, then that employee will not be considered for assigning.
What is Smart Assign (Phase 1)?
Smart Assign introduces a single "Smart Assign" button on the "Calendar - Schedule Tickets" screen. When clicked, the system will automatically assign available labor resources to tickets, prioritizing the shortest travel distance from the resource's home address to the ticket location. While we're starting with home addresses, we'll consider incorporating current locations in future phases.
How Does It Work?
Smart Assign takes several critical factors into account to ensure optimal assignments:
Distance Optimization: The system calculates the distance between all available resources and ticket locations, then assigns resources to minimize overall travel.
"Do Not Assign" List Exclusion: Resources on a contact's "Do Not Assign List" won't be assigned to that customer's tickets.
Preference List Prioritization: Resources on a contact's "Preference" list will be prioritized, as long as their travel distance doesn't exceed the "Max Difference in Travel Distance between Preferred Labor vs No Preference Labor" setting compared to non-preferred resources.
Max Travel Distance: No resource will be assigned if their travel distance to the ticket location exceeds the "Max Travel Distance" setting.
Role and Quantity Matching: Assignments will align with the requested roles and quantities of labor on each ticket.
We can assign labor to active, review, pending and final edit tickets
Partial Assignments Included: Tickets with partial labor assignments will also be considered for further assignments.
Branch Separation: Labor and tickets won't be combined across different branches.
During Smart Assignment
You'll see a progress bar indicating the status of the Smart Assignment process, showing the total number of assignments and completed assignments, as well as distinct "data preparation" and "assignment creation" stages. We've also focused on parallelizing individual assignments to significantly speed up performance.
After Smart Assignment
Once completed, the assigned resources will be clearly visible and highlighted on the "Calendar - Schedule Tickets" screen. The travel distance for each assigned resource will also be stored in our backend database, providing valuable data for future travel analysis dashboards.It's important to note that if the number of available resources is less than the total requested quantities across all tickets, some tickets may end up with fewer assigned resources than initially requested.
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