Scheduling Calendar

Table of Contents

• Navigation
• Calendar
• Event Type
• Create Event Fields
• Picklists
• Schedule Visit Between Field
• Status
• Calendar Visits, Audits, and Automatic Association
• Unscheduled Events
• Calendar Overview
  • Custom Search
  • View Calendar Events
  • Scheduling Record
  • Exporting Calendar Events

Navigation

Begin by navigating to Calendar from the left-hand navigation menu.

Calendar

There are three windows on the Calendar page.

1. Event Types: Click on the created events and drag them on the calendar to schedule
2. Create Event: Fill in the fields to create a new event
3. Calendar: View all events
4. Unscheduled Visits: Click here to learn more about unscheduled visits.

Event Type

Event types are colored coded for identification purposes. The calendar is used to schedule the following Event Types:

1. Audits
2. Training
3. CAP Meetings
4. Visits
5. Shared Visits

Create Event Fields

To create a new event fill in the following fields. Note: This view is split in the screenshot, in the platform it is not split.

Fields marked with an asterisk are required:

1. Visit Type*: Select the visit type from the dropdown. Options include Assessment, Training, CAP meeting, and Office Work.
2. Account Name*: Enter the name for the account the event is being scheduled for.
   1. If you are active in an account, the account name is automatically entered in the Account Name field.
   2. Click here to learn how to use picklists.
3. Questionnaire*: Select the questionnaire type from the dropdown.
4. Internal Auditor Toggle: Identify whether this is an internal or external auditor.
   1. If an external auditor is selected, an automatic association is created between factory and external auditor once the visit is saved (regardless of status).
5. Auditing Organization: This field is required if the toggle is flipped to an external auditor. 
   
   1. Click here to learn how to use picklists.
6. Auditors*: This field is required if the toggle is flipped to an internal auditor.
   1. Click here to learn how to use picklists.
7. Schedule Visit Between: Select the dates that the scheduled visit should occur.
   1. Click here to learn more about Schedule Visit Between.
8. Shared Visit Toggle: Toggle yes/no if this is a shared visit.
9. Announced Toggle: Toggle yes/no if this is an announced visit.
10. Status*: Select the status of the visit. Options include Requested, Approved, Not-Approved, Proposed, On-Hold, Scheduled, Cancelled, or Confirmed.
    1. Click here to learn more about the Status field.
11. Select Save once all details are entered. The event is now entered into both the Calendar View and Visit list.

Picklists

In the Calendar, you can use picklists to refine your selection for Account Name, Auditing Organization, and Auditors fields. Use the following steps to use picklists:

1. Select the picklist button.
   
2. Select the filter criteria and select Apply Criteria.
   
3. Select the desired option and select the arrow to move it to the right window.
   
4. Select Apply Selection.
   

Schedule Visit Between Field

The Schedule Visit Between field is used to set dates for when the visit should occur.

1. If a date range, or specified date, is not entered, the event will be displayed in  the Unscheduled Visit window.
   
2. To enter a scheduled date, select Click here for More Details.
   
3. Additional details such as Comments, Instructions, and Scheduling Date can be added here.
   

Status

The scheduling status options include: Requested, Approved, Not-Approved, Proposed, On-Hold, Scheduled, Cancelled, or Confirmed. This status is used to track the flow / progress of a visit.

For example, a member may initiate the process by requesting an audit of a factory:

1. An auditor would then approve the visit, which would update the status to Approved.
2. Next, the auditor may propose a date, which would update the status to Proposed.
3. Once the date of the visit has been agreed upon the status would be upgraded to Scheduled.
4. When the status of the visit is set to “Confirmed”, the audit can be viewed through the link in the calendar or by choosing the Assessment Related tab on the factory account information page.
5. Once a visit is Requested it appears on the Factory Assessment Related tab under the “Requests and Scheduled Visits” section.

Calendar Visits, Audits, and Automatic Association

An automatic association is created between the Factory and the External Organization when the following selections are made:

1. Select Account Name
2. Select Questionnaire Name using dropdown arrow
3. Select External Auditor
4. Select Auditing Organization using pick list
5. Select an option from the Status dropdown selection
6. Click the Save button to save the visit

You must drag and drop the event to the desired date in the calendar.

Once the visit has been saved in the Calendar, open the Factory record by selecting the Factory name in the upper left corner.

Select the Account Association tab to view the organization that was automatically associated.

Unscheduled Events

If the scheduled date or date range is not entered when an event is created, it will appear in the Unscheduled Event tab. 

To schedule an unscheduled event, drag and drop the event onto the desired date in the Calendar.

Calendar Overview

Navigate the calendar by doing the following:

1. Use Custom Search
2. Use the arrows to view other months
3. Display scheduled events by month, week, or day.

Custom Search

1. Expand the Custom Search window.
   
2. Select appropriate filters, which include: Organization Monitor Auditors, Auditing Organization, Sourcing Individual 1, Sourcing Organization, Region, Country, Account Name, Account Status, Owner of Visit, Other Member, Announced ,Calendar Entries, Month, and Year. Select Search.
   

View Calendar Events

You can view calendar events in both the Calendar View and Visit List.

Calendar View: Select the event.

Unscheduled Visits: Select any of the blue hyperlinks, Requested On, Scheduling ID, Account ID, and Account ID.

Scheduling Record

When you click on a calendar event (other than a scheduled audit) a scheduling record is displayed.

A scheduling record contains all the event details entered when a Calendar Event was created.

You can use the scheduling record to edit, update, and delete information related to the event.

The scheduling record also shows:

a. Scheduling History

b. Scheduling Status History

Once an audit is scheduled, the event color turns to red.

When you click on a scheduled audit you will open the All Findings page of the factory account associated with the audit.

Exporting Calendar Events

To export the calendar events, select Export Calendar Events.

This downloads a .ics calendar file.