Calendar Appointment Optimization

To support field reps working in the most efficient manner a daily route optimization feature is available on the web and mobile calendars. This feature enables a field rep to view an optimized route of their appointments added to a calendar day and then have them optimized.

How Optimization Works

When a calendar is optimized all appointments for the day are sent to Microsoft's mapping service and reordered based on shortest distance.

The reordering works this way:

The earliest appointment for the day is used as the start time for the day
All syndicated appointments are grouped together by store
Appointments in different stores are given a gap of time to accommodate drive time between stores, as given by Microsoft

Each section below details when optimization is not available.

Web Calendar - Appointment Optimization

The web calendar, day context menu, has a feature called Map/Optimize. This feature enables a user with appointments on a day on the calendar to view an optimized route for their day and optimize their appointments.

Clicking the Map/Optimize link opens a pop-over screen allowing the user to choose either to start the optimized route from home or from an other location.

When the Other location radio button is selected for either the start or end locations the address field need to be filled in with a valid address..

Clicking the View Optimized Route button opens the map and shows the optimized route for the day in order from start to end.

Clicking the Optimize Calendar button above the optimized order of visits closes the screen and updates the calendar appointments in the optimized order.

Below the optimized map are driving directions for the optimized route.

Web Calendar Optimization rules

Web optimization will not run...

if there are hard scheduled appointments
if any appointment is completed for the day
if there are no store visit call forms in valid stores (non-TR) like Training or cluster locations
if there are greater than 23 visit to unique stores for the day
if the date is today or earlier AND any appointment has started entry (checked in)

Mobile Calendar - Appointment Optimization

The mobile calendar icon menu has a map point icon.

This feature/tab enables a user with appointments on a day on the calendar to view an optimized route for their day and optimize their appointments.

Clicking the map icon tab opens a screen to choose either to start the optimized route from home or from an other location.

When the Other location button is selected for either the start or end locations address fields need to be filled in with a valid address..

Clicking the View Optimized Route button opens the map and shows the optimized route for the day in order from start to end.

Clicking the Optimize Calendar button above the optimized order of visits closes the screen and updates the calendar appointments in the optimized order.

Mobile Calendar Optimization rules

Mobile optimization will not run...

if there are hard scheduled appointments
if any appointment is completed for the day
if there are no store visit call forms in valid stores (non-TR) like Training or cluster locations
if there are greater than 23 visit to unique stores for the day
if the date is today or earlier AND any appointment is synced to the mobile

Optimization Service - Appointment Optimization

Teams also have the option to have IT setup a nightly process to optimize reps calendars each day automatically.

Optimization app running rules

The app runs nightly and optimizes all of the reps appointment already on the calendar for the day at 12:30 AM.

Date of run is todays date at 12:30 AM
The optimization always starts at home and ends at home
If a field rep works on multiple teams the service will optimize all visits for the day regardless of team.
- Example: If a field reps works on both Flex and Break Fix all appointments for the day will be put in an optimized order unless one of the teams "hard schedules an appointment.

The app does not optimize..

if the average distance to the stores for the day is greater than 100 miles
if there are greater than 23 visits for the day
if there are hard scheduled appointments
if any appointment is completed for the day
if there are no store visit call forms in valid stores (non-TR) like Training or cluster locations