Assign Jobs

Owned by Kim Dyer
Last updated: Sept 13, 2024 by Merlin Villela
5 min read

Assign Jobs, formerly known as “Schedule Jobs,” allows multiple functions to be performed in relation to managing technician hours and the jobs they are assigned to. This option is handy for assigning multiple jobs or for scheduling a set number of hours. These functions are generally performed by the shop supervisor or foreman and include the below.

  • Assign Jobs - This option allows unscheduled jobs to be assigned to technicians.

    • Unscheduled jobs are work order lines that have no technician information. This action is used to gather the technician name and hours that will be used to create the job assignment. This can be a single technician or multiple.

    • If multiple are assigned their time is split up by percent.

  • Release - This is used to “release” the selected technician's remaining hours and add them to the unassigned job list.

    • For example, if a job has 3 hours assigned and two technicians are assigned 1 hour each, then there would be three records, two for each of the technicians and one as the “unassigned” job. If one of the technicians is “released”, their remaining hours become unassigned. In this case there would end up with two records: technician for 1 hour and unassigned for 2 hours.

  • Reassign - This is similar to release but instead of applying the remaining hours to “unassigned” they are applied to the selected technician.

  • Remove - This removes the technician and their hours from the job assignments.

    • If there is a job with 3 hours of estimated time and two technicians with 1 hour each and unassigned with 1 hour. If one of the technicians is “removed” their hours are removed as well. Now there would be a technician with 1 hour and unassigned with 1 hour for a total estimated time of 2 hours.

 

Pre-Requisites for use

Permissions:

  • View and/or Edit Assign Jobs capabilities in the Shop Management Section of the Shop Module in User Groups under Admin section

    • View permissions can view the list only

    • Edit permissions can edit the items in the detail panel (this includes the actions involved: assign, release, etc.)

You may need to contact our support@rtafleet.com for more information on how to allow this feature.

Navigation Overview

To access the Assign Jobs area, use the main side menu. Click on Assign Jobs within the Shop section. The list of jobs will be listed to take action on.

  • Select to show all or unassigned jobs only.

  • This list can be viewed as a whole or can be sorted/adjusted for specific views. The ability to sort and customize columns as well as to export the master list are available. Refer to Master List of Functions TOC for instructions.

  • Use the Bulk Action Tool to decision multiple items for release, re-assignment, or removal.

    • Click the Bulk Action button and select the bulk action to be performed.

    • Select the line items desired for action.

    • Click Apply.

Assign Jobs

This action allows unscheduled jobs to be assigned to technicians. These are work order lines that have no mechanic information. To assign a job, do the following:

  1. Click on Show Unassigned at the top.

  2. Locate the job to be assigned.

  3. Click the Actions button for the line and click Assign.

  4. Add the technician(s) using the employee drop down and select the percentage of the hours for the job to be applied to each technician.

  5. Click Save.

In the case of multiple technicians, the default value is calculated as an even split, 50% and 50%. In the case where there is not an even split, the extra is added to the first technician. For example, 34%, 33%, 33%. The user may change these to any value they want. The user values add up to values less than or equal to 100. If the value is less than 100 then the remainder is assigned to the “unassigned” category. If the value is over 100 an error message will indicate the numbers must not add up to a value greater than 100.

Release Hours

Releasing a technician from a job releases the technician’s hours and makes the job’s hours unassigned. Those job hours can then be re-assigned to another technician or group of technicians.

  1. Be sure to have all jobs showing.

  2. If doing it singularly, click the Actions button for the line and select Release.

  3. If doing multiples, Click the bulk action button.

    1. Select Release

    2. Select the jobs to be released

    3. Click Apply

Once a job is released, it will be removed from the technician’s list of scheduled jobs and will be given an unassigned status in the Assign Jobs menu.

Reassign Hours

Reassigning takes the hours given for the job and assigns them proportionately to the specified technicians. In the case of “Reassign” it will use the unused time of the selected technician.

  1. Be sure to have all jobs showing.

  2. If doing it singularly, click the Actions button for the line and select Re-Assign.

  3. If doing multiples, click the bulk action button.

    1. Select Re-Assign

    2. Select the jobs to be reassigned

    3. Click Apply

  4. Add the technicians using the employee drop down and select the percentage of the hours for the job to be applied to each technician.

Once the above steps have been completed, the job will be removed from the original technician’s list of scheduled jobs and will appear on the newly assigned technician’s scheduled jobs list

Remove Hours

Removing will fully remove the technician’s hours from the job and change the total hours for the job.

  1. Be sure to have all jobs showing.

  2. If doing it singularly, click the Actions button for the line and select Remove.

  3. If doing multiples, click the bulk action button.

    1. Select Remove

    2. Select the jobs to be removed

    3. Click Apply