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Work Scheduler

The Work Scheduler is a graphical calendar tool for planning and managing workshop activity. It shows scheduled requests and work orders in a roster-style layout — with workshops and technicians as rows and time as columns — and provides a queue of unscheduled work alongside monitoring panels for upcoming and outstanding jobs.

Access the Work Scheduler from the Workshop Dashboard navigation menu — select the navigation icon and choose Monitoring and Scheduling.

Layout

The Work Scheduler has three main areas:

  • Unscheduled Requests and Work Orders — a table on the left listing work that has not yet been given a start and completion time
  • Schedule Calendar — the main calendar showing all scheduled work, with workshops and their technicians as rows
  • Monitoring Panels — below the calendar, showing upcoming and outstanding work across the workshop

Unscheduled Requests and Work Orders

The table on the left side of the page lists all requests and work orders without an Expected Start and Expected Completion date.

  • Requests appear in orange; Work Orders appear in green
  • The first column shows the Expected Duration in minutes. This defaults to 60 minutes unless a longer expected duration has been set on the request. You can edit the duration directly in this field before scheduling
  • Drag the divider between the table and the calendar to resize the table and see more detail

Schedule Calendar

The calendar fills the right side of the page.

  • Horizontal axis — time. Scroll horizontally to move between dates. Use the date controls at the top to jump to a specific date, and the zoom controls to adjust the time scale
  • Vertical axis — each workshop is shown as a section, with its assigned technicians as individual rows beneath it

Each technician's row reflects their availability based on their configured roster — non-working hours are shown with grey lines. Any leave that has been booked also displays in their row.

Scheduled requests and work orders appear as colour-coded blocks:

  • Requests are orange; Work Orders are green
  • Block length corresponds to the Expected Duration
  • Select a block to open a details popup. Double-click to open the record in a new tab

Scheduling Unscheduled Work

Drag and drop from the unscheduled table

  1. Navigate to the desired date and time on the calendar
  2. In the unscheduled table, select and hold the drag handle in the Expected Duration column next to the request or work order
  3. Drag it onto the calendar and drop it on the desired time slot and workshop or technician row
  4. To change the duration after placing it, drag the edge of the block to extend or shorten it

Work Orders can only be assigned to individual technician rows, not to workshop rows.

Parent and child relationships

When work orders created from a request are scheduled, the calendar shows connected green arrows between the parent request and its child work orders. If the parent request's time is changed, you are prompted to confirm which child work orders should be rescheduled at the same time. Child work orders that have not yet been assigned to a technician appear in an Unassigned row at the top of the calendar and can be dragged to a technician from there.

Creating Requests and Work Orders from the Scheduler

Creating a new Request

  1. Navigate to the desired time and technician row on the calendar
  2. Select, hold, and drag across the cells covering the desired time period
  3. Release — a popup appears asking you to select a request type
  4. The new request opens with the date, time, workshop, and technician pre-populated. Complete the remaining details and save

Creating a new Work Order

  1. Locate the parent request on the calendar
  2. In the technician row where the work order will be assigned, select, hold, and drag across the time cells
  3. Release — a popup appears listing requests that fall within the selected time. Select the parent request
  4. The request opens and navigates to the Work Order panel with the time, date, and technician pre-populated. Select the work order type, complete the details, and save

Monitoring Panels

Expected Start Next 24 Hours

Lists all requests and work orders with an Expected Start date within the next 24 hours. Use this for an overview of what is coming up for the day.

All Open, In Progress and New Requests and Work Orders

Lists all requests and work orders that have not yet been completed. Use this to check the current status of unfinished work across the workshop.

Published: May 2026 · Formbird FLEET 4.2.8