Scheduling

Note: Also see our page on Google Calendar Integration

SMMware allows you to schedule a variety of event types. Tagging an event to be a certain type allows the system to pull in useful information like addresses.

  • Job - These are the most common events, such as packing a client for a move.
  • Sales - This event type is used during the sales phase.
  • Associate - When an associate is out on vacation, use this event type
  • Company - A company lunch meeting or the annual picnic would use this type.
  • Other - The catch all for anything that doesn't fit into the above types.

There are three ways to determine the list of attendees, "Availability", "Direct add" and "Invitation".

For all three types, the event planner can set two reminder dates at which times the system sends emails to everyone on the attendee list.

SMS Text Messages

SMMware can send SMS Text Messages to your Associates whenever events are added/edited/deleted. There are no additional charges to you for this feature.

Color Coding of Events

SMMware supports multiple approaches to the use of color on your calendar. The calendar key at the bottom of the calendar is highly flexible, with each 'tag' being configurable for label and color.

You can tie color to the type of event, such as 'Job', or 'Estimate'.

You can tie color to the work being done at a certain event, and then see at a glance which events are for which type of work, such as 'Pack' or 'Unpack'.

Color Overrides

SMMware provides a hierarchy of color overrides. If you like, you can set the color of an event at the client level to override the default color from the 'tag', such that all events for that client have the same color, or you can set the color at the 'job' level. You can set the color at the event level so as to override any other settings. If color overrides aren't for you, just leave the defaults and you won't have to be even be aware of this approach.

Planning: Availability Summaries

When you are ready to add new events in SMMware, in the Master Calendar you can display Availability Summaries, which tell you who has what hours free on a given day, to help you with planning. You can configure what sized block of time is worth counting for the Availability Summary. If you only assign people in blocks of 4 hours or more, SMMware can streamline the listing by leaving out the 1 or 2 hour fragments of free time. For a new company with 1-4 people, you might like these summaries to be displayed embedded in the page. As you grow, eventually the list is too long to have in embedded in the page and you can switch to using the popup.

Planning: Tentative Events

SMMware also helps you with planning by allowing you to mark events as 'Tentative'. In the Master Calendar, tentative events have a distinct outline in the color of your choice.


The next three sections talk about the different approaches for managing the attendees as your events: 'Availability', 'Direct', and 'Invite'.

Availability

Associates enter the times at which they are available into the system.

Then, you sit down with the client to negotiate when the work will be done based on when you have staff. Drag or resize the "Timeslot" bar as appropriate and then click on "Available" bars to select. Click here to watch our YouTube video on Availability Based Scheduling.

Direct Add

The "direct add" method is suitable when you already know who is to attend an event. When you create the event, you simply select from a list of checkboxes for associates who are attending.

Invitation

For many SMM companies, associates may be part time and have more input regarding when they work. In this case, the event planner chooses the "invite" type and the system  emails all of "invitable" associates. The associates respond "yes" to express an interest in the work, and the event planner then chooses which associates will attend.

This approach allows the associates input regarding whether they would like to work on the event, while still allowing the event planner final say.

An associate will be treated as "invitable" if their profile has the "invitable" dropdown set to "yes".

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Event types are color coded when they appear on the calendar, to easily distinguish between a job for a client versus an associate's vacation time.

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