The Schedule Engine Whiteboard is a tool that allows you to easily configure your capacity across different services and zones, right from the SE Dashboard. With Whiteboard, you have more control than ever to configure Schedule Engine as you see fit.
NOTE: The SE Whiteboard is a capacity tool for non-integrated versions of Schedule Engine or “one-way” integrations only- if you are using “two-way” integration (tech-sensitive capacity), Adjustable Capacity Planning (ServiceTitan only), or SuccessWare’s TCM, the Whiteboard is not available as an option.
Whiteboard can be enabled during your initial setup of Schedule Engine- if you are non-integrated or only using one-way integration, you may talk to your Onboarding Specialist to learn more. If you are already actively using Schedule Engine and are interested in Whiteboard, please reach out to your Customer Success Manager or contact Support via your Dashboard or at support.scheduleengine.com.
When enabled, the Whiteboard link appears in the navigation bar of the SE Dashboard, accessible by logging in at provider.scheduleengine.net and clicking the Whiteboard icon that appears in the left-hand Navigation bar:
When this link is accessed, Whiteboard will open in a separate tab. From here, you can view or modify your capacity with the Whiteboard tool.
Whiteboard allows you to manage your capacity on the fly using a number of different controls:
Pages: Create, edit or delete any number of pages which can house multiple boards. You can organize these by service area, trade, technician or any other method you prefer. You can add, rename or delete any pages by clicking on the “Edit Pages” button.
Buffers, Blocked Dates and Availability Windows: Time slots that are currently affected by your Advanced Scheduling settings in the SE Dashboard will be blocked out, as these would be unavailable to your customers. Hovering your mouse over these slots will populate a tooltip message letting you know whether a buffer, blocked date, availability window, or some combination of those throttles is affecting the time slot.
Desktop and Projector Modes: Need to display a specific Whiteboard page on a big screen in the office? Projector mode collapses the page view to focus on the board.
Add a Whiteboard: There are several different elements you can configure to set up a whiteboard:
- Name: controls the name of the board as it appears on the Whiteboard page
- Active days: choose which days of the week this service or services will be available
- Time slot label: choose how the label appears in the scheduler for your customers
- Start and End times: control when the slot starts and ends, or choose “No Time” to create a general/all-day label
- Default Capacities: choose the number of available appointment slots for each day
From here, much like configuring a buffer or blocked dates in Advanced Scheduling, you can build capacity using a number of different controls, including branches, service zones, trades and service codes:
Board controls- Each board can be edited, deleted or copied after creation using the icons beside the Whiteboard name.
Edit Capacity- Hovering over a time slot allows you to manually add or subtract appointment slots using the ‘+’ and ‘-’ buttons.
Availability History- Hovering over a time slot and clicking the history button in the top-right corner will provide you with a history of all edits to that time slot.
Navigation Arrows/Seeding New Appointments: The left and right navigation arrows allow you to move between the current, previous and next seven days of configured capacity. When the arrow has a ‘+’ button as pictured below, it means that clicking it will seed new availability for the next seven days according to your setup rules. Note that Whiteboard will not automatically add capacity to future dates- you must do this yourself by using this feature! As such, it is important to frequently visit your Whiteboard to add capacity and adjust your settings as needed.
- Batch Add/Remove Capacity: Accessed by selecting the “+/-” icon in the top right corner of a Whiteboard, this feature allows you to quickly add capacity up to a certain date, or remove all capacity beyond a certain date. This provides a quicker way to add capacity as an alternative to clicking the navigation arrow to “seed” capacity week to week, and provides a way to remove several days of capacity at once.
If you have any questions, concerns or suggestions regarding the SE Whiteboard, please reach out to us via the Help Center link in your SE Dashboard or by visiting support.scheduleengine.com.