BMS Web Calendar

• Setup for the BMS Web Install Calendar:
• Accessing the BMS Web Install Calendar:
• Navigating the BMS Web Install Calendar:
• Sorting Data in the BMS Web Install Calendar:
• Installation Scheduling Capacity Limits:
• Installer Facing Features/Handout:

Please Note: set up for Installers begins with creating a User ID that matches their BMS Installer ID in the User Control 1 menu, along with a password. It does not matter what settings you select in that screen, you just need to get to the Custom Master Menu line and type XXXX. This will ensure the Installer has no access to BMS, but can log in to the Web Cal. There are 3 controls that should be set to “Y” for yes for all Installers. They appear as follows: Allow Access to the BMS Web, Allow Access to Installation Calendar, and If Installer login=Y. With this setup in place, an Installer can only view their own Jobs, upload photos, view images in the E-docs Diagram folder on a Job, and then send an Invoice for a job on the day of installation. Please Note: be sure to set the Installer/User ID up in User Edoc Control to be able to utilize the E-Docs and camera plugin in the Web Cal.
One other option in the screen above should be considered for Installers and appears as follows: Limit Calendar View to xxx Days in Advance. By typing a number of days, i.e., 7, 14, etc., you can determine how far out an Installer can view scheduled installations. This allows for moving schedules around without Installers seeing too far ahead. If left at “0,” the Installer will not be limited in viewing weeks ahead. And finally, the last two controls, User can see cost on Installer Invoices and User can submit Installer Invoices relate to Provider/Installer scenarios, where an Installer does the work, but the Provider is the payee and doesn’t want their Installers to see billing rate. Where these scenarios exist, additional setup needs to be completed in Installer Maintenance identifying Providers tied to any Installers. 
In the User Settings screen above, the default User ID will be the person currently logged in. That person’s Custom Menu will appear to the right of their name for reference. Click on the User ID button to select another User ID. You can use the Compare User ID button to select from a list of Users to help determine what settings to apply. The selected Compare User’s current settings will appear in the Compare column. To change the current setting, double-click in the User column at each applicable control. Click Save to keep your changes. Two additional options in this screen appear as follows: Search and Copy. In the Search field, type a search word to help locate a control, and then click Search. The screen above will display all occurrences of that word. The Copy option, located at the top left of the screen, will allow for copying of Controls between Users and Branches.

Accessing the BMS Web Install Calendar:
You will access the Web Cal from a browser link that will be provided to you. Once opened, you can save the address to your browser history/bookmarks prior to logging in. The screen should appear as follows:

Any User set up in BMS with permissions enabled in the User Web Dashboard screen of the User Control menu (explained above), will use their BMS login credentials in this screen to enter the Web Cal program. Based on a User’s settings, the screen will appear much like the following:

The Install Calendar option, when clicked, will prompt the BMS Web Install Calendar screen as follows:

Navigating the BMS Web Install Calendar:
Use the up and down scroll bar to the right of the screen to move up and down within this screen. There are several options for sorting the detail that appears in the screen above and all will be explained in this section. The various colors represent different types of installation, i.e., Hardwood, Carpet, Vinyl, Tile, etc. If you move the cursor over a color box, an expanded box with additional info will pop up. If you click on a color box, a complete Detail screen will appear as follows:

At the top right of the screen are three interactive icons. The Phone icon will prompt a call to the customer. The Map icon will prompt your default navigation app showing the customer’s location. The Camera icon will launch your photo app, to be used for taking photos, which can be added to the E-Docs program, both here and in BMS. At the top left of the screen, you can access E-Docs, Notes, and launch a Signature screen as follows:
 

You can also assign an Installer from this screen or edit the Date, Time, Installer currently displayed. On any Labor Line with a Labor Code, click on the down arrow to the left of the calendar icon to prompt an Edit box for that line as follows:

Click the Edit button to prompt drop-down selection boxes for each field. You can edit the Installer, Time, and Date. Click Save when complete. 

Sorting Data in the BMS Web Install Calendar:
The main display page defaults to the display settings in the screenshot below:

When you first enter this screen, the All Installers (3) view mode is the default. The Filter (1) options are activated by clicking on the “+” sign at the far right of the screen. This will    prompt a drop-down screen with multiple Filter selections as follows:  

Within this screen, you can drill down further to filter the display by Sales Person, Job Status, Job Type, Accumulator Code, Installer, Open/Closed Jobs, Customer, and Job. After making any Filter selections, click the Refresh (7) button or refresh icon to see the changes reflected in the main display screen. You can also create custom Filters using the New Search Name field at the bottom of this screen. Click the “-“ sign to collapse the Filter screen.

Returning to the main display screen, if you click on the down arrow at the All Lines (2) option, you will see options to view only Unassigned Lines, or only Assigned Lines. The All Installers (3) option can be changed to only Assigned Installers, or only Unassigned Installers. The Active Times Code Only (4) option can be changed to All Time Codes. The Installer Name (5) option can be changed to Installer Specialty. If you click on the week date (6) fields, a drop-down calendar will display and let you select a different week to view. You can also click the left or right Arrows (8) to advance a week out, or see the previous week displayed. The Refresh (7) button will update the view with any new changes or with any new install dates added from BMS. 

Installation Scheduling Capacity Limits:
The Install Capacity feature in the BMS Web Install Calendar application can only be used after proper setup has been completed in your BMS System. This feature is designed for setting “Hard Limits” that cannot be exceeded when scheduling installation for a particular day. It also allows for blocking installation dates entirely, as in the event of holidays, and will allow key Users to raise or lower capacity limits for a particular day. The setup starts in BMS with accessing a Company Control 4 screen option that appears as follows: Company Accum Totals (R, B, C). This control determines at what level capacity is met for each type of installation: Region, Branch, or Company. There is also a User Control 6 screen option that allows key Users to override these limits. That control option appears as follows: Allowed To Override Installation Limits. Set to “Y” to enable this ability. 

Once the Company and User Control items are set, you will move on to the Accumulator Code Maintenance feature in Product Code Maintenance module to determine installation scheduling capacity limits for each Code. As a reminder, this feature is accessed from the Functions menu in that screen. From the Accumulator Code Maintenance screen, you will now see an option at the top left as follows: Accumulator Scheduling Limits. When you click on this option, an Installation Scheduling Limits By Accum screen will appear as follows:
 

Prior to any Limits being scheduled, the default for all Codes is all “9’s” in each field. This is so that no limits can be met until they are intentionally set by the installation scheduling department. To Add or Edit Limits, click the Add New button at the bottom right, or you can highlight and right-click on an existing line. If accessing from a line, the system will prompt the exact Branch and Code to edit, whereas the Add New button will prompt a screen allowing you to select the Branch (1) and Code (2) as follows:

At the Max Qty Per Job/Day (3) field, type in the total feet or yards that can be installed per Job for the Day. For example, 200 yards of carpet or 500 feet of tile. The Additional Installation Days (4) field should be used for Accumulator Codes that typically require an extra day to complete, such as tile. For each day of the week in the Max Jobs/Day (5) section, type in a max number of Jobs that can be scheduled in a Day based on the Accumulator Code selected. For example 5 carpet jobs, or 2 tile jobs. This will be individual to each company based on the number of crews you run on a given day. To block an entire Day, enter “0” in that field. As the Capacity Limits are being set up and Install Dates scheduled, the Install Capacity view in the BMS Web Install Calendar app will look much like the following:

You can click on a day to view more detail as follows:

You can reverse the sort order in each column by clicking the up and down arrows. Click the Close button at the bottom right to return to the previous view.

The feature to Block Install Dates can also be found in the Installation Scheduling Limits By Accum screen. At the top left, you will see that option as follows: Block Installation Days. When you click on this option, a Block Installation Days screen will appear as follows:

This screen will display any current blocked days. You can use the Block Day For All option at the top left to block an entire day for all Accumulator Codes. That screen appears as follows:

Select the Branch and the Date To Block and click Save to continue. To block only certain Accumulator Codes, or to revise the Qty Per Job or Max Jobs for a Day, click the Add New button to prompt the following screen:

Make your Branch, Accumulator, and Date To Block selections in the screen above. To leave the day blocked for the selection, click Save, leaving the remaining two fields set at “0.” To Revise the fields, enter an applicable Qty (1) and Max Jobs (2) prior to clicking Save.

Another change you will note in the BMS System after this setup is completed, is in the Install Dates tab when scheduling installation. It will take into account the Capacity Limits set when scheduling. When you click the Add button to schedule a Labor item, the Add New Install Dates box will still prompt, but you will now see a Total Days Required message, as in the screenshot below:

Installer Facing Features/Handout:
Once an Installer has been set up and installs have been scheduled, the BMS Web Install Calendar main screen will appear as follows:

Each Installer will only see their own jobs in the screen above, with the same color-coding denoting different product install types. Also, they can drill into a job by clicking on it. They will see the following:

As displayed above, Installers can see all the same customer features (top right) for the phone app, map app, and camera plugin, plus an additional Invoice option (top left) that allows them to submit an Invoice when the job is complete—this feature will only work on the day of the job or after. They can also add Notes about floor prep or other issues that come up that need to be added to bill. The Signature option will prompt the screen for them to capture a customer’s signature. The E-Docs option will allow them to upload photos of installation issues or completed installations.