Schedule a Task

Learn how to easily keep your workday itinerary up to date using AroFlo's robust scheduling facilities

Updated on April 9th, 2024

Table of Contents

Scheduling a task in AroFlo is made easy either using our robust calendar, or from within a task.

If a user's timesheet has been approved for the day or week, you will not be able to schedule events to them for that day or week. See Add Timesheets for more information.

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How Do I Schedule via the Calendar?

Scheduling via the calendar is a simple three-step process. Click on the links below for detailed instructions.

1. Block out some time on the calendar.

To change the date of the schedule, click (calendar icon) and select a date.

2. Choose the event type from the left of the Schedule window.

Before you can save the schedule, you must select an event type (left-hand side of Schedule window). The table below describes the event types you can choose.

Event Details

The event details appear on the left-hand side of the schedule window.
If there are any task notes recorded, the last three will be displayed on the left-hand side of the schedule window under the task details.
To access the client card, click the client name button located in the middle of the schedule window.

Choose your resources, dates and times from the right of the Schedule window.

Depending on your calendar view, your schedule may already contain the name of a resource and the date and time of the event. For example, if you have your calendar view set to 'Time > Week by Resource', as we have in the example below. In this case, just click Done, and your schedule is confirmed.

If there is no resource or time shown on the Schedule window, or you want to add further resources:

1. Click the (two people) icon.
2. Click the option you need from the dropdown menu and make a selection from the Search window that appears.

You can add as many users, assets or crews as you need to.

3. Optional: Enter a schedule note.
4. Click Done.

Scheduled time vs actual time
Task schedules entered into the calendar are a schedule guideline only. Staff are required to record their actual time when they complete the job in the field, and these are timesheet entries. AroFlo uses actual hours booked on a task (not scheduled hours) to calculate profit and loss.

The calendar also offers an alternative way of scheduling. Click below to learn more.

Drag and drop scheduling

An alternative way to schedule existing tasks is to drag and drop them onto the calendar via the (plus icon).

Click the (plus icon) in the lower right of the screen.
Click Add Task to Schedule.
Click a task and drag it into position on the calendar.

If a task schedule drops into the wrong position, you can easily move it by clicking and dragging the schedule to the correct position on the calendar.
When you're done, click X to close the Search Task window and the pop-out menu.

How Do I Schedule via a Task Worksheet?

You can get to the Schedule window from within a task, quote or periodic task.

1. Click the (two people) icon.
2. Click the option you need from the drop-down menu and make a selection from the Search window that appears.

You can add as many users, assets or crews as you need to. Click the X in the top right of the Search Users window to close it.
3. Optional: Enter a schedule note.
4. Click Done, Save, or Create Task/Quote, as required.

How Do I Use the Scheduling Window?

Schedule groups

When multiple resources are selected within the same schedule block, it is called a 'schedule group'. Schedule Groups allow you to edit and move a group of resources easily on the calendar. Within each schedule block, you can add as many resources as required.

To create separate schedule blocks that can be moved independently of each other, click the Add Schedule button and a new schedule block will appear, allowing you to select resources and enter times and notes.

The image below shows an event with two schedule groups. This can be handy for jobs that run over multiple days, or where you need different staff to turn up at different times.

Schedule Options

The table below describes the options within the scheduling window.

Group vs Crew

What's the difference between a 'group' and a 'crew'?

- A group is a one-off grouping of resources, assets or crews for a particular event. You create a group within the Schedule window, as shown in Schedule Groups, above.
- A crew is a group of resources and/or assets that regularly work together and which you can schedule as a single resource. You create a crew in the calendar settings. An example of a crew could be a couple of resources (i.e. people), their vehicle, and the equipment they routinely use. In the image below, the Eastern Crew has been added to the calendar view, just like any other resource.

How Do I Change a Schedule?

AroFlo gives you plenty of flexibility in working with your schedules. Check out the following pages for instructions on how to:

AroConnect - Overview Join AroConnect and Manage Your Connections Create an AroConnect Work Order Using AroFlo to Start and Finish a Task Schedule a Task AroConnect FAQ Sending and Receiving AroConnect Work Orders

Events	Allows you to…
Schedule > Select: - Task/Quote - Task	Select an existing task. Using the filters You can also use the filters at the top and type using keywords to easily find existing records. Click on to display other filters.
Schedule > Create: - Task	Allows you to create a Task directly from the calendar if you don't have one to use already.
Task Timesheet > Select Overhead	Select a timesheet overhead, such as annual leave, public holiday, or trade school. The list of overheads is configured in Site Administration. If changes are required, please contact your Site Administrator. Other timesheet options Two options within the Task Timesheets area may appear as unavailable: To enable these options, go to your calendar settings and tick Show Task Timesheets in the 'Event Types' area. The Select Task option allows you to record labor against a task that you select from the task list. The Create Task option allows you to create a task and record labor against it, within the schedule window.
Ad-hocs > Create Ad-hoc Event	Set a calendar entry for something other than a task, quote or periodic. For example, meetings, training sessions, personal errands, or reminders. Field staff can see ad-hoc events in their scheduled task list in AroFlo Field, which makes it a useful tool for broadcasting important messages.

AroFlo Documentation