Building an advanced Cold Patch Schedule in SAS Flex

In this article you will learn:

Creating a new Advanced Schedule

1. Within SAS Flex, select the  On-Call tab on the left menu navigation panel. 

2. Then, click the  Add Schedule button as shown below. In this tutorial we will be building an Advanced schedule, so, select Advanced in the drop down. 

3. In the pop-up window that appears on your page, you will need to fill out some fields, which are outlined below.

  • Name: The name of your on-call schedule (i.e, Plumbing).
  • Time Zone: Select the timezone in which your business is located.  
  • Start/Stop Time: Choose when you want your on-call schedule to change. Check out this article for more information on start/stop times
  • Type: Choose between a Reach, Warm Transfer, Cold Transfer or Profile schedule. In this tutorial, we will want to select Cold Transfer.

4. Once you are done, click   Save

Configuring standard calendar settings

Now that you've created the shell of your advanced schedule, you'll be taken to a new page where we can start making updates. On this page, you will see 3 sections, all of which make up one final schedule. Below is a break down of what each section represents.

  • Standard schedule: This is your regular on-call schedule.
  • Override schedule: If you want to make any updates to your regular on-call schedule, you will add a new Override schedule to reflect the new changes. 
  • Final Schedule: This is your final schedule, comprising the data from both your Standard and Override schedules.

1. To add data to your on-call schedule,  select   Add New Schedule on the right-hand side of your screen. 

2. At the top of the next screen, you'll see the  Schedule expires status, you'll see the Start / Stop Time (Schedule runs from), the Timezone, and the schedule Type that you selected during setup. 

3. Just below this bar, you'll see some different options to set your schedule, including   Schedule Active and Quick Set. In this tutorial we will choose Schedule Active, but check out this article for more information on selecting dates. 

4. Next, you can choose a color or you can leave it as is. Choosing different colors for each Group of on-call rotations may help you easily identify who is on-call and when. 

5. Just below the color drop down will be the   Standard and Custom options. For now, we'll leave it as Standard. 

6. Next, we'll need to add our staff members. You can either choose a   Group that you've already created, or you can manually add in your staff members via their Profiles.

9. When you are done, click   Save. You will then be taken back to the calendar to get an overview of your schedule.

Note that if you need to override any dates with new information, click  Add New Override and update as necessary. Once completed, your schedule will look something like this:

If your schedule is expired, the system will automatically dial the phone number listed in your Company Settings.

Configuring custom calendar settings

Now that you've created the shell of your advanced schedule, you'll be taken to a new page where we can start making updates. On this page, you will see 3 sections, all of which make up one final schedule. Below is a break down of what each section represents.

  • Standard schedule: This is your regular on-call schedule.
  • Override schedule: If you want to make any updates to your regular on-call schedule, you will add a new Override schedule to reflect the new changes. 
  • Final Schedule: This is your final schedule, comprising the data from both your Standard and Override schedules.

1. To add data to your on-call schedule, select   Add New Schedule on the right-hand side of your screen. 

2. At the top of the next screen, you'll see the   Schedule expires status, you'll see the Start / Stop Time (Schedule runs from), the Timezone, and the schedule Type that you selected during setup. 

3. Just below this bar, you'll see some different options to set your schedule, including    Schedule Active and Quick Set. In this tutorial we will choose Schedule Active, but check out this article for more information on selecting dates. 

4. Next, you can choose a color or you can leave it as is. Choosing different colors for each Group of on-call rotations may help you easily identify who is on-call and when. 

5. Just below the color drop down will be the   Standard and Custom options. We will now select Custom

6. Once Custom is selected, the schedule will update to the display below. This is where you will set your first block of time. Note that initially, the system will automatically set your   From and To time to match your Start / Stop time. In this case, it will default to 8:00 AM to 8:00 AM. 

7. To update the time blocks, first edit your   To drop down. Note that you will not be able to change the initial From time. The initial From time will always start according to your Start / Stop time. In our example, we want the schedule to change in 8 hour increments instead of 24. 

8. After adding your first time block, you'll need to choose who is on-call during this time frame. You can either choose a  Group that you've already created, or you can manually add in your staff members via their Profiles

9. Before you can Save your settings, you'll need to create the rest of your time blocks so that they equal a full 24 hours. To add a new time slot, click the  + sign next to the first time slot. Now you can edit your new time slot and add your staff members accordingly. 

10. When you are finished creating all of your time slots, click   Save. You will then be taken back to the calendar to get an overview of your schedule.

Note that if you need to override any dates with new information, click  Add New Override and update as necessary. Once completed, your schedule will look something like this:

If your schedule is expired, the system will automatically dial the phone number listed in your Company Settings.
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