Scheduling Work for Teams
Once a team has been assigned to an invoice, the next step is to schedule when the work will take place. Work scheduling lets you assign specific dates, time windows, and job descriptions so that every team member knows exactly when they are expected on site and what they need to accomplish.
How to Schedule Work
From the Assigned Teams tab on the invoice form, select a team assignment and click Schedule Work. This opens the FrmScheduleWork dialog where you can create a new schedule entry.
You can also launch the schedule dialog from the Team Captain Dashboard or directly from a work order.
The FrmScheduleWork Dialog
The scheduling dialog contains the following fields:
| Field | Description |
|---|---|
| Team | The team being scheduled. This is pre-filled if you launched the dialog from a specific team assignment. You can change it to any team assigned to the invoice. |
| Work Date | The calendar date for the scheduled work. Use the date picker to select the day. |
| Start Time | The time the team should begin work. Leave blank for an all-day entry. |
| End Time | The time the team is expected to finish. Leave blank for an all-day entry. |
| Job Description | Free-text field describing what the team should do during this visit. Be specific so field workers know exactly what is expected. |
| Status | The current status of the schedule entry: Scheduled, In Progress, Completed, or Cancelled. New entries default to Scheduled. |
If both the start time and end time are left blank, the entry is treated as an all-day schedule item.
Multiple Schedule Entries
A single team assignment can have multiple schedule entries. This is common for multi-day jobs where the crew returns on consecutive days or for phased work that spans several weeks. Each entry is tracked independently with its own status, so you can mark day one as Completed while day two remains Scheduled.
Schedule Statuses
Each schedule entry moves through one of four statuses:
- Scheduled — the work is planned but has not started yet
- In Progress — the team is actively working on this entry
- Completed — the work for this entry is finished
- Cancelled — the entry was cancelled and will not be worked
Team captains can update the status from the Work Order form or from the Team Captain Dashboard.
The Team Calendar
The Team Calendar (FrmTeamCalendar) provides a weekly grid view of all scheduled work across all teams. Each row represents a team and each column represents a day of the week. Scheduled entries appear as blocks within the grid, showing the invoice number, customer name, and time range.
To open the Team Calendar, navigate to My Work > Team Calendar from the main menu. Managers and administrators can also access it from the Employees menu.
The calendar is useful for spotting scheduling conflicts, balancing workloads across teams, and getting a high-level view of the week ahead.
Schedule Visibility
Schedule entries are visible in several places throughout AccuArk:
- Assigned Teams tab on the invoice form
- Work Order (the Work Order form) so field teams can see when they are expected
- Team Calendar for a weekly overview
- Team Captain Dashboard in the Upcoming Schedule grid
This ensures that everyone involved in the job, from the office staff creating the schedule to the field crew executing the work, has access to the same information.
Tips
- Always include a detailed job description so field workers do not need to call the office for clarification.
- Use the calendar to check for conflicts before scheduling a new entry.
- Update the status promptly as work progresses so the dashboard and calendar reflect the current state.