OCLM Scheduler - Custom Scheduler (Cleaning, Lawn Maintenance, Attendant, Sound etc.) - Complete Help Guide

Using Default Schedules

To create a new schedule, go to the Schedule Template dropdown menu. You can either select one of the default templates or choose Custom Schedule. Regardless of your selection, you must enter a name for your schedule in the Schedule Name field.

If you choose a default schedule, you can still adjust the number of columns and customize the column names as needed.

Creating Custom Schedules

To create a custom schedule:

1. Select Custom Schedule from the Schedule Template dropdown.
2. Enter a name for your schedule in the Schedule Name field.
3. Choose the number of columns and provide names for each column in the fields that follow.

Rotating Columns

The Rotating Column option allows you to set up columns with specific, repeating values rather than random assignments.

For example:

• In the default Lawn schedule, you may want to rotate Kingdom Hall sections A, B, and C. To do this, check the Rotation box for the desired column and type: A, B, C. These values will rotate in order.
• For a Cleaning schedule, you could rotate between "Major" and "Light" cleaning by selecting the Rotation box and entering: Major, Light, Major, Light.

Schedule Frequency

In the Schedule Frequency dropdown, you can select:

• Weekly
• Midweek and Weekend
• Monthly

Once selected, choose the day(s) of the week for the schedule to start.

For example:

• For a Sound or Attendant schedule, select Midweek and Weekend and then choose the meeting days (e.g., Tuesday and Sunday).
• For a Weekly or Monthly schedule, select the desired start day (e.g., Monday).

Avoiding Conflicts with Other Schedules

You can prevent scheduling conflicts by checking one or both of the Avoid conflicts with Midweek Schedule or Avoid conflicts with Weekend Schedule options. This ensures that brothers already assigned to parts in the Midweek or Weekend meetings will not be auto-assigned conflicting duties.

If you maintain separate schedules for duties like Sound and Attendants, you can also select Avoid conflicts with custom schedule and choose the specific schedule you want to avoid overlapping with.

Editing Existing Schedule Settings

After creating a schedule, you can still adjust its settings by selecting Edit Schedule Settings under each schedule tab.

Importing Brothers

1. Go to the Add/Modify Person/Group tab under the newly created Schedules tab.
2. Click either Import Brothers from Midweek or Import Brothers from Weekend, depending on which meeting you want to import from.
3. In the list that appears, check the box next to each brother's name you wish to import.
4. Scroll to the bottom of the page and click Import Selected.

This will import each selected brother's name and contact information. After importing, you can click the Edit button next to each name to assign responsibilities by checking the appropriate assignment boxes.

Creating New Service Groups or Other Entries

1. Click the Create New Person/Group button.
2. Enter the brother's name, contact information, and select the assignments he can perform.
3. To add a service group, congregation name, or other category:
   • Type the group name in the Last Name field.
   • Leave the First Name field empty.

Auto-Assign Schedule

1. Go to the View/Generate Schedules tab under your new schedule.
2. Click the Get Schedule Data button to load the upcoming month's weeks.
   • Click repeatedly to load additional months as needed.
3. Use the Auto-Assign buttons to automatically assign brothers for each available week.

To see who has been scheduled for a particular week, click the View link under the Assigned column.

Manually Modifying the Schedule

1. To view assigned brothers for a scheduled week, click the View link under the Assigned column.
2. To see suggested alternates, click Show under the Suggested Alternates column.
   • This displays brothers who have not performed that assignment for the longest time.
3. If no brother is listed for an assignment, it means no suitable brother was available for that role.

Hide/Show Schedule Weeks

1. Click the Hide Weeks button on the Schedules screen.
2. Select a From and To date range to hide.
3. To restore hidden weeks, click the Show button and select the desired date range.

History and Time Away

History

• Available under the Add/Modify Person/Group tab.
• To view or edit a brother's assignment history—or to enter history for a new student—click the History link in the History column.

Time Away

• Also accessed from the Add/Modify Person/Group tab.
• Click the Time Away link in the Time Away column to view, add, edit, or delete a brother's unavailable dates.

Editing Printouts

You can choose to download a standard or editable PDF. For the editable version, use your PDF reader/editor to fill in or adjust values using built-in text boxes.

Backup Your Data

• From the Main Menu, click the Data tab and select Backup.

Import / Restore Your Data

• From the Main Menu, click the Data tab and select Import/Restore.