Edit Services From The Planners

Modified on Tue, 3 Dec at 3:39 PM

NOTE:  To start using and configure the new Staff and Group Planners, please read Understanding The Group Planner and Understanding the Staff Planner. For existing users of the Staff Planner, Transitioning over from the existing Staff Planner to the Group Planner.

The Planner displays capacity and current scheduled services which is particularly beneficial to businesses that offer boarding, overnight and daycare services. The Planner is also helpful to identify which staff/sitters provide services and to identify who is available to accept a service, who has no work assigned to them or is below capacity availability indicated on their planner.

Tip: To allow Staff to edit services from their Planner, enable the Staff Permissions "Can Change My Planner".

Subject to Staff Permissions, there are a number of features and functions that can be accessed directly from the Staff and Group Planners, such as:

Tip: The Planners can be used as an alternative to the Scheduler or My Dashboard for Staff subject to the appropriate Staff Permissions. The Planners are particularly helpful for Daycare or Boarding businesses to view their daily services,  check in dogs as they arrive and check out as they leave, plus produce service reports for feeding back vital information for their clients.

How to Edit Services from the Planners

The Edit Services page allows Admins or Staff with "Can Change My Planner" Permissions enabled, to access and edit numerous features such as a Client Invoices, Service Orders, Client Information Pages as well as editing the existing scheduled service.

Navigation: Scheduler > Schedule > Group or Staff Planner

Click on the total of Scheduled Services.

Tip: Click the pin to lock dates, filters and jump to buttons to the top of your device to enable scrolling, without losing access to key navigation tools. Click the pin again to unlock and view all of your screen.

Tip: Click the cog to jump to the Company and Planner Settings.

Group Planner

Click on Scheduled Services in the Group Planner in Dog Boarding Software

Staff Planner

Click on Scheduled Services in the Staff Planner in Dog Boarding Software

Click on the Client's Service Item that requires editing.

Access a Clients Invoice directly from the planner in dog daycare software

The following are descriptions of attributes you can edit on a Service (see screenshot below):

Date

Date service is scheduled.

Service Item

Service item scheduled.

Time

Scheduled service time.

Note: The service time governs which schedule column the service is displayed within. See What are the Schedule Columns and Column View Headings?

Timeframe ± or Time Block

The timeframe defines the window of time the service should be started. For example, if a service should be started no earlier than 15 minutes before the service Time and no later than 15 minutes after the service Time, set the timeframe to 15 minutes. See Service Item Timeframe. If you do set a timeframe for a service AND you set "Show Time" (see below) to "Yes," the timeframe will be displayed in the schedule.

Time Block "edit" allows you to enter a custom time-block (a time block not preset in the drop-down). For example, a client requests a dog walk from 11:00am-12:00pm, but your preset time blocks include 11:00am-1:00pm. Change the time block for these services, by clicking "edit" by the Time Block, entering the custom time block, click "done."

Show Time

Sometimes it is not necessary to display a specific service time. For example, if you walk 4 dogs together over lunchtime, it doesn't usually matter if you start at 12:00 or 1:00pm as long as the dogs are walked during lunchtime. It is important, however, to group the dogs by schedule period to easily see services that can be done together to plan the work day.

Some clients request a specific time, such as a visit at exactly 5pm, so the time needs to display on the schedule. "Show Time" has a default setting ("Show Time Default", in Admin > Settings > Schedule Settings. "Show Time" initially displays the system default, but you can change it for a particular repeat service.

When "No" is selected, the exact service time is NOT shown in the schedule. Instead the time is only be used to govern which schedule column the service is displayed in.
When "Yes" is selected, the exact service time shows in the schedule and the time also governs which schedule column the service is displayed in.

Staff

Assigned staff, which updates the impacted staff schedules.

Quantity

Quantity, if there is more than one item. For example, if you charge mileage at $0.50 per mile, select the "Mileage" service item and enter the number of miles traveled in quantity.

Unit Charge

Each service item has a standard charge, calculated according to Price Rules you set. The unit charge can be changed manually when adding a service.

Staff Pay

Each service has a standard Staff Pay rate that you pay your staff. Staff Pay rates are calculated according to Staff Pay Rules you set. This figure can be changed manually when adding a service.

Schedule Ref Override

Replaces "Schedule Ref" on the schedule. For example, if your client has two dogs and their Schedule Ref is "Poppy and Penny" but their repeat service is for Penny only; enter "Penny" in "Schedule Ref Override" to have only "Penny" appear in the Schedule for the service.

IMPORTANT CHANGE TO ORDER OF NOTES:

Client Notes

If a client adds a note when requesting services from their client portal, Client Notes are copied to Staff Notes, but also retained and displayed when editing services.

Staff Notes

Staff Notes now appear (in red) above Invoice Notes and are displayed in the admin and staff schedules, providing a reminder of special instructions. They do not appear on invoices and are not seen by clients.

Invoice Notes

Invoice Notes now appear below Staff Notes and are displayed on the invoice beside the service description and will be seen by clients. These are different from "Admin Notes" which can be added to an invoice and will appear in the Unpaid Invoice report.

Note: If you are adding a range of services, Invoice or Staff notes added here will be added to ALL services in the range. If you want your note to appear on one service, enter services without notes and use "Edit Services" to add notes to the appropriate services. The process is the same for any view of the Schedule (List View, Column View or Compact View). You can also add to or overwrite existing invoice/staff notes to other services.

Editing Services from the Planner in Dog Daycare Software

Info: Further reading....
Understanding the Group Planner
Understanding the Staff Planner
Transitioning to the new version of Planners.
NEW General Planner Settings
NEW Group Planner Settings
NEW Staff Planner Settings