How to use the Scheduling Genie

The Scheduling Genie is a tool that can be used in the scheduling process to determine which staff is a better fit for your clients' needs. This is based on staff attributes that can be customized to your choosing.

If the buttons/windows shown in this article are not visible inside your system, please contact your practice admin to see if access can be granted via System Security.
 

Setting Up Global Staff Attributes

In order to use the Scheduling Genie to match clients against staff based on their service needs, admin users must first create or edit staff Attributes for your site: How to Set Up And Manage Scheduling Genie Attributes

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Assigning Staff Attributes

The attributes can be assigned per staff member.
This allows users to select global attributes created in the previous step for staff (see Set Up & Manage Scheduling Genie Attributes) and to set the staff’s Availability.

1. Beginning back on the main screen of your system, select Staff on the left navigation list.
2. Select the particular staff you wish to assign an attribute to, and then click Scheduling Genie located on the Home tab.
   
    
3. Click the Attribute toggle to select or deselect the attribute for the staff.

   NOTE: When a new attribute is added, the user will see a New label to the left of the attribute.

4. For the Language attributes, use the drop-down menus to select the languages the staff speaks.

   IMPORTANT: To fully use the Scheduling Genie the staff’s availability must be set. (If the staff’s availability needs to be set or updated, simply click on the Update Availability button to be taken to the staff’s schedule to add/edit their availability.)

   
    

5. Click Save in the lower right corner to save your work and close the window.

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Matching Clients Against Staff Attributes

The Client window in the Scheduling Genie allows users to set certain attributes the client would prefer to have, search for matching staff based on those attributes, and set the clients' availability.

1. Beginning back on the main screen of your system, select Clients on the left navigation list.
2. Select the particular Client you would like to use the Scheduling Genie for, and then click Scheduling Genie on the Home tab.
   

   NOTE: You can increase the window size by clicking on the Expand (White Square) button in the top right corner.

   
    

3. Click on the Update Availability button to be taken to the Client’s schedule to add/edit their availability.
4. Click the +(Plus) to expand the Attributes.
5. Click the Attribute toggle to select or deselect the attribute for the client.

   NOTE: Check the box for any attributes that are Required.

6. For the Language attributes, use the drop-down menus to select the language.
   
    
7. Click the +(Plus) to expand Find Matching Staff.
8. Select Service needed from the dropdown, and fill in any other needed criteria, such as: 
   • Staff location within - Enter the miles for the distance to be calculated from the client’s default service location and the staff’s home address.

     NOTE: this distance is calculated in a straight line between the two locations.

   • Search dates from - Use the mini calendars to select the search dates for available staff.

     NOTE: this field defaults from the current date to the end date of the selected service.

   • Include inactive staff - Click on the toggle to include inactive staff members in the search.
   • Include incomplete credentials - Click on the toggle to include staff members with incomplete credentials in the search.
   • Include expired clearances - Click on the toggle to include staff members with expired clearances in the search.
   • Include Staff from the Client's team only - If you are using Teams, this will only include staff members from the client's team.
9. Click Search.
   
    
10. Click the +(Plus) to expand the Results. The Staff that most closely match the Client’s attributes and specified criteria are listed first. The results will show the Staff Name, Availability Percentage (this is based on the availability set on both the staff and client schedules), Miles from the Client, and Attributes Fulfilled.
    

    NOTE: The number of result pages will be listed at the bottom of the window, the number of results per page can be changed with the drop-down menu. Click the 3 Lines icon on the right of the grid to view/hide other columns.

     
    
    Click the Columns w/Arrow icon to expand the results laterally.
    
     

11. Use the Export button to export your results to Excel for further analysis.
    
     
12. Check the boxes next to multiple Staff in the Results and click Compare Availability.
    
    
    The Compare Availability window will show the following: Time of day, the date range will be listed on the left, and the individual day within the date range will be listed in the left column.
    In the main area of the window, the client’s availability will be displayed followed by each staff member that has been selected to have their availability compared. This is useful to visually identify which staff member's availability best overlaps with a client's.
13. Click Back when done comparing availability.
    
     
14. Click Save in the lower right corner to save the Client’s Attributes and the matching criteria. This will also close the window.
    

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