Journey: Schedule
Relevant for: Workspace owners, administrators (see "User roles")You have selected an assessment to edit and are in the navigation menu on the left under “Planning”. Here, you can choose between “Schedule” and “Messages”.
Under “Schedule”, you can upload a schedule as a file for your assessment. If you have activated the "Scheduler" feature, you have the option to create individual and interactive schedules for your observers, as well as assign lead observers for each exercise.
Schedule (File)
To upload a schedule as a file (PDF, PNG, JPG), you have two options. Either click on “Add File” or drag and drop a file into the designated area. Then, click on “Save”.
When you hover the cursor over the preview field, a “Trash can” icon and an “Eye” icon will appear in the centre.
- Click on the “Trash can” to delete the uploaded file.
- Click on the “Eye” to open a preview of the schedule in a pop-up window. From here, you can print the file, download it, or open it in a new tab. Additionally, you can zoom in and minimize the view.
This schedule cannot be shared with your candidates. If you want to make documents shareable, upload them as described under “Candidates”.Scheduler (Interactive schedule)
To use the Scheduler, you must activate it when creating the assessment or later when editing under “Features”. More information on this can be found in the articles “Create assessments” and “Features”.
Additionally, before you can start planning the schedule, you must first assign all observers to your assessment, create or assign a competence model, and add all candidates. If you have not (sufficiently) done this, you will see a notification under “Schedule”.
Once you have completed all the preparations, you can begin creating the individual schedule.
Firstly, you can customize your workspace: Move the two slightly thicker grey lines to the left or right to adjust the space in the individual areas. You can also use the zoom function to enlarge or shrink the middle section, allowing you to see more or fewer times of the day at once. At the top, you can select the desired date if the assessment spans multiple days.
On the right side, you will see the pool of exercises that have not yet been scheduled.
- By using the field next to “Group by”, you can display the exercises grouped either by task or by candidate. To delete your selection, click on the “x”.
- With the “Sort” feature, you can sort the candidates, exercises, or exercise durations alphabetically in ascending or descending order by clicking on the sorting symbol that appears next to the headings. You can recognise the current sorting in a column by a small “arrow”.
In the middle, you will find your workspace or the individual schedules of the observers. The schedule covers the period specified when creating or editing the assessment via the start and end dates (see “Create assessments”).
- To schedule an exercise, drag it from the right to the left into the column of an observer, and it will be assigned to the respective observer. As long as you have not placed the exercise yet and are moving it over the area, the exact start and end time will be displayed.
- If an exercise cannot be placed, or if an error message appears, there is a time overlap either for the candidate or the observer. In this case, place the exercise at another spot in your schedule.
- When you hover the cursor over assigned exercises, the name of the exercise, the candidate(s), the assigned observers, and the lead observer will be shown.
- To remove an observer from an exercise, you have two options: right-click on the exercise and select "Unassign" or select the exercise and press the "Delete" key, or for Mac, press “Fn” and “Delete”.
- You can create a group exercise and assign exercises to multiple candidates by dragging one exercise onto another (same exercise, different candidates). Alternatively, you can add these manually in the detail view (see below).
- Additionally, you can select and move multiple exercises simultaneously. To do this, hold down the CMD/CTRL key and click on the exercises or click and drag a selection over multiple exercises.
To open the detail view of an already assigned exercise in the middle, double-click on it or right-click and select "Edit event":
- Here, you can assign additional observers to the exercise under "Observers" or delete already assigned observers. The respective exercise will then automatically appear in the column of the newly assigned observer.
- Under “Candidates”, group exercises can be created by assigning multiple candidates to one exercise. To do so, click the arrow and select or deselect the desired candidates.
- Under “Lead”, you can assign the role of lead observer to individual observers for the respective exercise or remove it by clicking the “x”.
- In the “Room” field, you can enter rooms and/or meeting links. These will then be displayed in the observer interface behind the “Info-i” for the corresponding exercise.
- Under “Start”, you can manually adjust the start time, and under “End”, you will see the automatically adjusted end time for the respective exercise.
- Click “Save” to secure your changes, “Delete” to move the exercise and all assignments back to the pool of unplanned exercises on the right, or “Cancel” to discard your changes.
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