Work Order & Scheduling---
**1. Purpose**
1. Automate creation of technician work schedules and job assignments based on open work orders, location, priority, and resource availability.
2. Automate distribution of the daily schedule via multi-channel notifications (email, SMS, mobile apps) to field technicians and supervisors.
3. Automate capture of technician acknowledgements and real-time updates, ensuring job progress visibility and minimizing scheduling conflicts.
4. Automate integration with ERP/CRM to update equipment history, track repairs, and invoice completed jobs, enabling full cycle automation.
**2. Trigger Conditions**
1. Scheduled trigger: At a fixed daily time (e.g., 6:00 AM).
2. New work order entry in the ticketing or ERP system.
3. Changes to technician availability or absence records.
4. High-priority client requests detected automatically from CRM.
5. Manual instant-run by operations manager needing urgent scheduling changes.
**3. Platform Variants**
1. Microsoft Outlook Calendar
- Feature: "Event creation via Microsoft Graph API" — automate events for daily schedules sent to technicians’ calendars.
2. Google Calendar
- API: "Events: insert" — automates adding schedule items per technician, using authentication for each user.
3. Slack
- Method: "chat.postMessage" — automates daily schedule summary to team channels or DMs.
4. Twilio SMS
- Function: "Send SMS" — automating direct SMS of schedules using “Messages” resource.
5. SendGrid
- API: "Mail Send" — automates dispatch of schedule PDFs to technician and management emails.
6. Zoho CRM
- Function: "Update Module Entry" — automating update of work order status with scheduled time and assigned technician.
7. Salesforce
- API: "Create Task/Update Event" — automates insertion of schedule entries for mobile app notifications.
8. Microsoft Teams
- Feature: "Send message with webhook" — automates posting the daily schedule in a dedicated channel.
9. WhatsApp Business Cloud API
- Endpoint: "/messages" — automates push of personalized schedules as WhatsApp messages.
10. Airtable
- API: "Update records" — automates population of daily job assignments and field status changes.
11. Monday.com
- Integration: "Items and notifications automation" — automates updates and notifications on daily scheduling boards.
12. Notion
- API: "Database update/create" — automates each day’s plan as new database pages for reference.
13. ServiceNow
- Function: "Create Incident/Task" — automates task assignment and status updates for repair jobs.
14. Asana
- API: "Create Task" — automates new tasks for each work order with due dates in the daily plan.
15. Trello
- API: "Create Card" — automates job cards on a Technician Board for easy day-view.
16. HubSpot
- Feature: "Workflow automation" — automates notification triggers and work schedule logs per contact.
17. DocuSign
- API: "Send Envelope" — automates sending of daily schedule acknowledgment forms for e-signature.
18. Dropbox
- API: "files/upload" — automates upload of schedule documents and sharing links to teams.
19. QuickBooks Online
- API: "Create Time Activity" — automates reflection of job schedule in output for payroll.
20. SAP Business One
- Function: "Service Call Allocation" — automates technician job allocation and updates in SAP dashboards.
**4. Benefits**
1. Automates scheduling, eliminating manual errors and saving operational hours.
2. Guarantees every technician receives the schedule via preferred medium automatically.
3. Automatedly keeps management and clients in the loop about job status in real time.
4. Cuts response times and automates rapid reassignment during emergencies or absences.
5. Delivers a full audit trail of automated scheduling and dispatch changes for compliance.
6. Drives productivity by automating repetitive and labor-intensive scheduling workflows.
7. Ensures high technician utilization rates and minimizes downtime with automation.
8. Creates a scalable, automatable system for business growth and future process automation.