Scheduling

What is Scheduling?

Scheduling allows you to set a regular visit schedule for your team, ensuring they meet schedule execution goals and maintain territory coverage effectively. By creating structured plans and applying rules, you can organize and track visits for your reps in a way that aligns with your business objectives.

Plans The core of the scheduling feature is the Plan, which sets the foundation for the team's activities. A plan includes:

• Name: A descriptive name for the plan.
• Start Date & End Date: The duration during which the plan will be active.
• Rules List: A collection of rules that define the specific visit schedules for your team.

Rules define the time logic for each plan, specifying when, and who to visit. A rule includes

• Name: A descriptive title for the rule.
• Start Date: The date the rule becomes active.
• Routes and/or Clients: Specifies who to visit. This can be a route (a group of clients), specific clients, or both.
• Recurring Options: You can set recurring visits based on several patterns, such as:
• Weekly: Repeats every X number of weeks, allowing you to select specific days (Saturday, Sunday, Monday, Tuesday, Wednesday, Thursday, Friday) for visits.
• Ends: The recurrence can end never, on a specific date, or after a set number of occurrences.
• Alternatively, there is the Weekly Group option, where you can define up to 8 different weekly groups. Each group can have its own unique set of days (Saturday, Sunday, Monday, Tuesday, Wednesday, Thursday, Friday) within a cycle of up to 8 weeks. This is useful for more complex patterns, such as Week 1: Sunday, Monday, Tuesday, and Week 2: Friday, Saturday.

Calendar

The Calendar view allows you to visualize all scheduled visits for a selected plan. When you choose a plan, the calendar will display:

• Green: Representing visits to individual clients.
• Purple: Representing visits to routes (a group of clients).

Additionally, you can easily create new rules directly from the calendar. By clicking on any current or future day, a popup will appear, allowing you to quickly create a rule for that specific plan.

Routes

What is Route ?

A Route is a group of clients that are either located near each other or need to be visited in a particular sequence. Routes are useful for organizing visits efficiently, ensuring that reps can cover multiple clients in a specific area or follow a defined path that optimizes their time and travel.

By setting up routes, you streamline the scheduling process, ensuring that your team covers key areas and clients systematically.

Create Route

To create a new route, follow these steps:

1. Navigate to the Routes section under the Schedule menu.
2. Click on the Create Route button.
3. A list of clients will be displayed. You can use filters to easily find and select the clients you want to include in the route.
4. Select the clients and click the Add Clients button to move them to the selected list.
5. A map on the right side will display the locations of the selected clients, helping you visualize their proximity and plan the route effectively.

Optimize Route

To optimize the route based on client locations, you have two options:

1. Optimize Automatically: Simply click the Optimize button to rearrange the clients in the most efficient sequence based on their locations.

2. Lock Specific Clients: If you want to keep certain clients in their current positions while optimizing the rest, click the Lock button next to those clients. This means the system will optimize the route starting from the locked client and those below it, while keeping the clients above in the same order.

import routes via Excel/CSV

You can easily import or update your routes database by using our import tool .

• Click on Import Routes
• Choose either to insert / update
• if you want to insert new routes you can download our sample csv/excel file , modify it and upload it with your data.
• if you want to update your existing routes choose update tab , and click on download Routes list , modify your existing routes data and reupload it by clicking import routes .
• Rep§zo will check if there are any missing data or attributes that need to be fixed.

Rules

Create a rule

To create a new rule, follow these steps:

1. Navigate to the Rules section under the Schedule menu.
2. Click on the Create Rule button.
3. Name your rule, for example, "Area 51 every Sunday and Monday."
4. Select a Start Date to specify when the rule will become applicable.
5. Choose whether to apply the rule to a Route, Clients, or a mix of both.
6. If you want this rule to repeat, toggle the Repeat switch.

Recurring Options Once the Repeat option is enabled, you can choose between two recurring patterns:

Weekly

• The Weekly option allows you to set the rule to repeat on specific days of the week. You can select which days (Sunday, Monday, Tuesday, etc.) the visits should occur.
• You can specify how often the rule should repeat, such as every week or every X number of weeks.
• For ending the rule, you can select:
  • Never: The rule will continue indefinitely.
  • On a Specific Date: The rule will end on the date you choose.
  • After a Set Number of Occurrences: The rule will repeat for a specific number of times before ending.

Weekly Group

• The Weekly Group option allows you to define up to 8 different groups of weekly schedules. Each group can have its own set of days (Sunday, Monday, Tuesday, etc.) spread over a cycle of up to 8 weeks.
• This option is useful when you need a more complex schedule, such as "Week 1: Sunday, Monday, Tuesday" and "Week 2: Friday, Saturday."

By setting up these recurring options, you can create flexible and efficient schedules that align with your reps' visit patterns and business needs.

Plans

Create a plan

To create a new plan, follow these steps:

1. Navigate to the Plans section under the Schedule menu.
2. Click on the Create Plan button.
3. Name your plan, giving it a descriptive title.
4. Select a Start Date for the plan (optional).
5. Select an End Date for the plan (optional).
6. Choose the Rules you want to apply to this plan from the available list.
7. Once you've selected the rules, click Save to finalize the plan.

Assigning a Plan to Representatives

You can assign a plan to your reps in two ways:

Individually: Go to the Representatives section and assign a plan to each rep one by one.

Using the Import Tool: Alternatively, you can use the Import Tool in the Representatives section to assign plans in bulk. Simply upload an Excel or CSV file containing the relevant data, and the system will assign the plans to your reps automatically.

This flexibility allows you to assign plans efficiently, whether you're dealing with a single representative or a large team.

For more info Consult Representatives Import representatives using CSV/Excel section