Practice Engine Scheduling –Administration Guide
OVERVIEW: ADMINISTRATION
This article is aimed at Practice Engine Scheduling Administrators, Support and Admin staff;
Partners and Managers. It provides information regarding the setup and maintenance of the
Scheduling application.
ADMIN DASHBOARD WIDGET
Many components used in Scheduling sync from Practice Engine automatically based on the
timeframe set by the firm. These components include Clients, Staff, Jobs and Niches. If using
Scheduling as a stand-alone application these components will need to be created manually.
From the dashboard, the Admin widget appears in the upper right corner for users with
appropriate security.
Click the hyperlink to open the Scheduling Administration Page.
The screen loads with a left menu and right-side details.
The first section, Client is the default.
Click the Go Home link to return to the dashboard.
CLIENT
Clients will sync from Practice Engine automatically and display in a
grid. Search for clients by entering text in the search box above the
details grid.
From the grid users can click the Edit button to edit a
client’s details, click the Jobs button to go to the client’s jobs and
manually enter new clients.
MANUALLY ADDING CLIENTS
Users may also add Clients manually by Importing or adding Manually.
ADDING A NEW CLIENT
Manually add a new client by clicking the New Client button and completing the following
information. Click Save to add the client.
IMPORTING CLIENTS
Bulk import of clients is available using a .csv file. The fields available to import include:
• Client Name
• Client ID
• Office
• Active
• Partner’s Code
• Manager’s Code
• In-Charge’s Code
• Year End Month
• Year End Day
Save the .csv file with the available data and click the Import Clients button. The Client import popup opens to choose the file.
PE will read the column headers and try to match to the available fields. If it cannot be matched,
choose the column from your spreadsheet. Leave the selection “--Not Included—” to ignore the
column. Click the Process Data button to add the clients.
CUSTOM FIELDS
Administrators may add up to 10 custom fields for Clients, Jobs or Staff. Enter the field names in
the box and click Save. If you want the values in a List you must create the list in the next tab.
CUSTOM LISTS
Administrators may add custom lists. Click the Add New List box. Additional fields will display on
the right. Add the List Description and any List Items by clicking the Add New Item box. When
complete, click the Save List button. Lists may also be deleted.
IMPORT SCHEDULES
Administrators may import existing schedules from a csv file by choosing the file and clicking the
Import Data button. This is now available.
NICHES
Niches will pull through from Practice Engine. Administrators can add, edit, set editing rights and
Delete. Staff and Clients may also be associated with a Niche by clicking the corresponding button.
ADD NEW/EDIT
Click the New Niche button or click the Edit button for an existing Niche to add or modify.
ASSOCIATE STAFF
From the Staff Assignment page, Administrators may choose the staff, set their experience in
hours, choose a star level to indicate interest and designate if an Expert in that Niche. When
selections are complete, click the Assign button and then click Close Staff Assignment button.
ASSOCIATE CLIENTS
The Client Assignment page allows Administrators to Select a Client and assign a ranking.
OFFICES, GRADES & DEPTS
This will be used differently in Version 2 and will no longer display.
PERMISSIONS
Administrators may set who is allowed access to various areas of Scheduling. Click Edit to change a setting then click Save.
SCHEDULE CLASSIFICATIONS
Administrators may add, edit and delete classification codes. Click the Add New Classification
button to display the entry area on the right. Give the classification a code and description, then
Save. To delete existing classifications, click the row to display on the right and then click the
Delete Classification button.
SETTINGS
This is a placeholder.
SITE USERS
Manage User Logins from the Site User Administration/Maintenance page. All users with logins to
scheduling will be listed here.
Add new users by clicking the New Site User button or modify a user by clicking the Edit button.
Add or update the following information and then click Save.
• Name – Enter the name
• User Name – This the network user name
• Email Address – Enter the email address
• Associated Staff – This is the staff record that ties to the username above and is required for Scheduling access.
• Work Profile Access – Checking allows the user to update their Profile preferences
• Self Scheduling – Checking allows the user to schedule their own time removing the ability to schedule other team member's time.
SKILLS & PREFERENCES
Click the Add button to enter the skill name and description. Choose the desired group to have
editing rights. Repeat the same process for the Preferences tab.
STAFF
Manage staff profiles from the Staff Administration page. Staff may be imported using the Import
from .csv button or manually added via the New Staff button.
Click the Edit button to view the Staff Details screen. Staff fields include:
• Staff Name
• Staff Code – this must be a unique code.
• Staff Email
• Staff Active – check the box if the staff can be scheduled to jobs
• Department – choose the department the staff works in
• Office – choose a primary office for the staff
• Grade/Level – options include Staff, Senior, Manager, Partner, Administrative and
Unknown
The following fields determine who can schedule the staff member. The staff member will
appear in the selected user’s Staff Schedule>Managed Staff dashboard widget and in their Jobs
widget as Managed Jobs.
o Partner – enter the staff’s primary Partner
o Manager – enter the staff’s Manager
o Admin – enter the staff’s Admin
o Supervisor – enter the staff’s Supervisor
• Calendar ID – this must identify the user’s mailbox, so the schedule can be synced to the
users Outlook calendar. It is typically their email address.
• Skills – This will display any skills selected in the user’s profile.
WORK PROFILES
Administrators manage the users work schedule/availability in the Work Profile Administration
page.
• Delete Profile – Removes the profile
• Select All – Used to select all individuals and update the defaults.
• Clear All – Removes any selections.
• Edit – Click the Edit button for the name to update individuals.
A default profile is created to establish the firms weekly work days and weekly hours.
Each user can be edited to adjust the default values or setup multiple profiles. Profiles can have a start and end date when a user’s availability varies throughout the year.