--- title: "PlanSmart Setup and Usage" canonical: "https://support.out-smart.com/space/OM/442368029/PlanSmart%20Setup%20and%20Usage" format: markdown --- > ℹ️ The PlanSmart module is required in order to use this functionality. You can purchase the module through our License Manager. ## Table of Contents > Macro (toc) --- ## Requirements Before you can use PlanSmart, you need to make sure all the requirements are met. > 📝 Did you know that you can achieve the requirements by going through the PlanSmart onboarding tool? Go to *Settings > PlanSmart* to launch the onboarding! ### Employee geolocations To make a correct calculation the system needs valid geolocations for the start and end locations of the trip. Each employee should have a correct address, city, zip code and country filled in as their Home Address. ![image](media://9deb5130-f7e9-4e59-a8b1-eec696d6ae61) > ⚠️ When you try to start a route calculation without correct geolocation details, it is possible that either no route is calculated because the employee is not in range of the job or that the geolocation of your company is used. ### Employee groups Any employee used for a route calculation needs to be part of an employee group. Employee groups can be created through the “Groups & members” page by using the top search bar, or by going to *Settings > Groups & members* Here you can add one or more groups. Once a group has been created, drag your available employees to the required group. An employee is allowed to be part of multiple groups. > ✅ Make sure you see a green check mark when dropping an employee in a group. > ℹ️ Only active employees with the employee type: Permanent Employee can be used in route calculations. ### Employee availability Work orders can only be scheduled at a time when an employee is available for work. You can set the availability by follow these steps - Go to *Settings > Groups > Employees* and select and employee to edit - Scroll to the bottom of the page and set the availability - You can deselect the *Repeat Schedule* checkbox to select individual days or periods instead of a general setting. This can be useful in case the employee has an appointment or holiday. PlanSmart takes roster gaps into consideration when calculating the route. However, keep in mind that the geolocation of the previous work order will be used to continue the route when the roster continues on the same day. Night shifts are currently not supported by PlanSmart and routes are not scheduled after 24.00. Routes starting after 24.00 will be calculated from the home address of the employee. **Private travel time** > ❌ *This functionality has been disabled until further notice. * The employee availability roster will dictate the start time of the first scheduled work order. When availability is set at 09:00 and you want your employees to use private time to drive to these locations, you can manually set a general private driving time. > ℹ️ The private travel time is set of all employees. It won’t affect the start time of the work order. Set the private travel time by following these steps - Go to *Settings > PlanSmart > PlanSmart* - Go to the *Travel & Depot *section - Set the desired travel time. The default is 30 minutes - Set the desired level of travel. Either within or outside working hours. ### Work order duration Every work order that will be used with PlanSmart, requires a duration. If a work order has no duration, or a duration of 0 minutes, it will be ignored by PlanSmart. A work order duration is calculated in minutes and can never exceed the maximum duration of the selected employee’s workday. This also means that a work order that is to be used with PlanSmart, cannot extend multiple days. > ℹ️ You can set the duration of a work order, based on the type of work. Go to *Settings > Work Order Settings > Work Type *to either create or edit a work type. ### Work order geolocations In order for PlanSmart to calculate the correct route, a work order needs to have a valid geolocation. Geolocations are generated through the OpenStreetMaps API and uses the address of the customer. Every work order that is created through the backoffice, will automatically be assigned a geolocation. If a work order is created with incorrect address information, including missing information, the geolocation might be incorrect which might lead to incorrect routes being calculated. Please validate the correct geolocation by selecting the geolocation icon behind the work order in the *Unassigned work order *list and looking at the minimap. ![image](media://c4a98dba-8695-4400-ba61-0f1648b68ba6) If the geolocation button is crossed out, the geolocation is incorrect and needs to be fixed before the work order can be planned by PlanSmart. #### Adding geolocations in bulk When work orders are created through the API, or by importing a spreadsheet, no geolocation is added. To add a geolocation to the work order, you will either need to manually edit the work order, or by updating the geolocations in bulk. If you would like to update them in bulk, go to *Settings > Settings > Import Data *and select the *Add GPS coordinates* option. > ⚠️ Depending on the amount of work order that are present, this action can take a very long time. Every geolocation update can take up to one second per work order. --- ## Activate additional route optimization parameters After you have established the basics, you might want to add additional options to your route optimization. Please find the options below. ### Required skills Work orders can have specific requirements. The employee that executes the order might need a special proficiency or certificate, or the location might be in an environmental zone. You can attach required skills to a work order and attach skills to an employee to make them eligible to execute the order. > ℹ️ Create and edit skills by going to *Settings > Skills*. There you can create and edit skills and certificates. You can create as many skills as you need as long as they have a unique code and description. #### Attach skills to work order You can attach skills to a work order when creating or editing a work order. On the left hand panel, you can select one or more skills from the *Required Skills* field. > ℹ️ If you can’t see the *Required Skills *field, please select the wrench icon in the top right corner of the panel > open *General Information > *select *Skills.* #### Attach skills to employees In order to be eligible to execute orders with required skills, employees need to have those skills assigned to them. To attach a skill to an employee go to *Settings > Groups > Employees* Edit the employee that you want to assign one or more skills to and add the skills via the *Skills *field ![image](media://6b18b73d-7f1f-40dd-be2b-c0d6a7764212) ### Weight or volume It is possible to set a maximum daily weight or volume limit for each employee. When calculating a route with PlanSmart, the volume and weight of each work order is taken into consideration so that an employee will not exceed their daily limit. #### Set maximum weight or volume There are several ways to set the maximum weight or volume. > ⚠️ These options cannot be combined, choose one to use in your environment. **Use employee free field 1 to 5** > ℹ️ This option is applied on an individual level. Go to *Settings > Groups > Employees* and edit the employee that you would like to appoint a limit to. Edit one of the available free fields to the desired type. Either *Max Weight *or *Max Volume* In this example free field 1 been renamed by using the wrench icon and saving it using the disk icon. ![image](media://531403b6-074d-4cec-ad62-61ffe726875a) Now enter an amount in the free field and save the changes with the save button in the top right. ![image](media://1e93b5c5-aa4b-4674-b3e4-30bbd6300461) **Use employee free field 1 to 50** > ℹ️ This option is for every employee. Go to *Settings > Settings > Free fields *and take note of the first available free number. Add a new free field with the following information: - Entity = Employee - Name = *Max. Weight *or *Max. Volume *(Attention! This option requires the use of a dot behind Max) - Reference code = *MaxWeight *or *MaxVolume* - Type = Numeric - Free field no. (1 to 50) = First available free number - Mandatory = Depends on your business and you are free to choose **Use vehicle free field 1 to 50** Go to *Settings > Settings > Free fields *and take note of the first available free number. Add a new free field with the following information: - Entity = Vehicle - Name = *Max. Weight *or *Max. Volume *(Attention! This option requires the use of a dot behind Max) - Reference code = *MaxWeight *or *MaxVolume* - Type = Numeric - Free field no. (1 to 50) = First available free number - Mandatory = Depends on your business and you are free to choose #### Define work order weight and volume limits In order to use the weight and volume limits with PlanSmart, you need to define those limits for a work order. There are several ways to achieve this. **Use workorder free field 1 to 50** > ℹ️ This method will give a single weight or volume to the work order which won’t change, even if you add or remove materials. Go to *Settings > Settings > Free fields *and take note of the first available free number. Add a new free field with the following information: - Entity = Work order - Name = *Total Weight *or *Total Volume* - Reference code = *TotalWeight *or *TotalVolume* - Type = Numeric - Free field no. (1 to 50) = First available free number - Mandatory = Depends on your business and you are free to choose **Use materials free field 1 to 50** > ℹ️ This method will sum the weight of all the materials added to the work order. - Go to *Items* - Select an item and edit this item - Add a free field - Change the name by clicking on the wrench icon - Give it a fitting name. For example *Weight *or *Volume* - Save the name by clicking the disk icon - Enter a weight or volume - Click *Save* in the top right corner > ⚠️ The volume or weight added in the free field, is for that item only. You will need to enter a weight or volume for every item in your catalog. **Apply free fields ** In order to use the free fields with PlanSmart, PlanSmart needs to know which fields to use for calculating the weight and volume limit. Go to *Settings > PlanSmart > PlanSmart* and navigate to the *Weights & Loads *section. Select the desired type of free field and enter the number of the free field to be used. ![image](media://c2c71ffa-877c-475c-98ef-eff929bb8991) The work order / load work free options are explained below - **No load ***(Default)* No load restrictions will be applied. - **Work order free field (1 to 50)** If this free field is filled in the work order, all the values will be summed up. The total amount cannot exceed the maximum weight or volume set for the employee or vehicle. If this field is not filled, it is counted as value 0. - **Fixed item free field (1 to 5)** The value of the free field is applied per item line. This means that the amount of a single item line is not taken into consideration. All lines have the same value. Those are summed up to generate the work order total weight or volume. - **Sum up item free field (1 to 5)** The item line quantity will be multiplied by the value of this field. All values are then summed up to generate the work order total weight or volume. - **Fixed item free field (1 to 50)** The value of the free field is applied per item line. This means that the amount of a single item line is not taken into consideration. All lines have the same value. Those are summed up to generate the work order total weight or volume. - **Sum up item free field (1 to 50)** The item line quantity will be multiplied by the value of this field. All values are then summed up to generate the work order total weight or volume. ### Work order execution date and time restrictions You can set date and time restrictions for when a work order should be executed #### Set day parts - Go to *Settings > Work order settings > Day parts* - Add the required day parts When you create or edit a work order, you can now select the preferred dates and select the created day parts. ![image](media://2572556d-fdf6-4cfa-aba8-ff1427169456) This work order can be executed on all Mondays (except Monday 08-08-2022), all Tuesdays and Wednesdays, never on a Thursday and on Fridays between 13.00 and 17.00. When there is no information available for a work order, PlanSmart will assume that the work order can be executed during the available hours of the employee. **General logic of day parts** - General Rule: All days and times are allowed by default. - When adding a day that **allows** a specific day. All other days are changed to **not allowed.** - When marking a day as **not allowed**. The remaining days are **allowed**. - When a day including time is **allowed**. Then the remaining time of that day is **not allowed.** And all other days changed to **not allowed**. - When a day including time is not allowed. Then the remaining time of that day is allowed. Furthermore, all other days are changed to **not allowed.** - When you add a date to a day part. This will not have an effect on the general Monday to Sunday rules. --- ## Start a PlanSmart calculation After all the required information is filled in, and any optional settings have been done, you can start calculating your routes. > ⚠️ The process below is the most basic process and will calculate the route for all work orders in the *Unassigned work order* section. Filter options are discussed after the basic process. - Open *Schedular* - Select one or more work order in the *Unassigned work orders* section by checking the checkbox. You can use the checkbox in the column to select all work orders in the *Unassigned work orders* section - Press *Start* to start the calculation of the routes for all employees and selected work orders. #### **Use filters to narrow the calculation** You can use the Filter button in the *Unassigned work orders* section to narrow down the selection of work orders to be calculated. - Select *Filters* - Use the filter options to narrow down the work order selection. For example, you can select certain employee groups, single employees or a date range All selected filters will be shown in the PlanSmart calculator overview before you press *Start* ![image](media://7f054c81-73be-45a0-b551-4cfa92917d5b) > ⚠️ Work orders that have already been scheduled and have the status *Registered*, will be rescheduled and might even be removed if they interfere with the most optimal route. To prevent this from happening, follow the steps below. - Go to the schedule board - Make sure that the work order that you want to lock has the status *Registered* - Right click on the work order - Select *Lock / Unlock * > ℹ️ This does not apply to work orders with the status Pending. Those work orders will not be affected by the PlanSmart route calculation. --- ## PlanSmart calculations limitation We are aware of the following limitation. We cannot say if and when these limitations will be addressed. - **Employee work time around midnight** Employee end time may not exceed 24:00. This means that when scheduled work time is 00:00 and the private travel time is 30 minutes. The end time exceeds 24:00. The same happens applies when the work time proceeds 00:00. If your private work time is 30 min and your start time is 00:00. The start time will be 23:30 in the previous day. Which is not allowed. - **Calculation size limitations** The maximum instruction set may not exceed 4 megabytes. When the number of selected days + orders + employees is too high, the user will see a message telling him there is an error. - **Overlapping work orders will cause errors** Work orders that are overlapping each other in work time or traveling time may cause a logic error when requesting a route calculation. - **Missing time and location and will cause errors** When the route is calculated it needs a start time and location and an end time and location for each prescheduled work order. If this is not possible the result will be a logic error. These orders cannot be ignored and must be manually rescheduled by the user. - **Predefined travel time might cause errors when recalculating** The travel time for prescheduled work order will be recalculated. Therefore, if a work order is scheduled with a 10-minute travel time for something that takes over an hour. It will cause a logic error. - **Work duration cannot exceed 24 hours** Any work order with a duration of 0 minutes or duration more than 1440 minutes (24 hours) will be ignored. Also, when the duration of a work order and the required travel time exceeds the employees availability, the work order will not be scheduled. - **Employee start location cannot be changed per day** The start location of the employee cannot be changed per day. The end location is always equal to the start location. - **Volume and Weight restrictions cannot be combined** It is not possible to combine weight and volume restrictions. You can only use one. - **Real time traffic information is not taken into consideration** Calculations are not taking current or average traffic information into account. To compensate the traffic times are multiplied by 1.2 to compensate. - **City restrictions** Any car restrictions due to emissions are not considered. If a route is available to a geolocation, PlanSmart will use that route. A work around is by using skills. If an employee drives a car that has no restrictions and every work order that has a city restriction is marked with that required skill. You can prevent work orders to be scheduled for employees that have an older vehicle. - **Shadow work orders** Shadow planned work orders will not be calculated by PlanSmart. - **Multi administration work orders** Orders from other administrations will not be calculated by PlanSmart.