Preparing to Use the Scheduler

A few setup steps are required prior to using the scheduler. For example, you will need to determine who will need access to the scheduler and what permissions they will require. You may want to allow auditors to create their own schedules, or you may require that managers create schedules for all auditors within their division or region.

For a list of all permissions including those associated with the Schedule group, see the Permissions List.

Setting Schedule Permissions:

1. Log on as a user with USERS/ROLES permission.
2. Go to System > Manage People > Roles.
3. Determine who will need to create, view, and/or import schedules, and who will need administrative permission. Locate and select the role that applies to those users. (You may work with only one role at a time.)
4. Select a role to open the Role Profile page, then click the PERMISSIONS tab.
5. Click the ADD button.
   
   
   
6. Select the appropriate SCHEDULE permissions for the selected role. Note that permissions have been broken down into various steps so that you can allow only managers or administrators to create a schedule, but still allow users to add schedule items (audits) to an existing schedule.
   
   
7. Click the SAVE button.

Repeat this process for each role that requires special permissions.

You may assign permissions directly to users as well. However, by assigning permission to the entire role, all users within the role are assigned the permissions automatically. Otherwise, you must assign permissions to each user individually.

Providing Access to Schedules

Access to schedules is controlled through role assignments. All schedules listed on the SCHEDULES tab are available to all users assigned to the role. Ensure that users who will be scheduling audits are assigned to a role with access to the proper schedules.

1. Log on as a user with USERS/ROLES permission.
2. Go to System > Manage People > Roles.
3. Click the SCHEDULES tab. A list of schedules currently accessible to users assigned to this role is displayed.
4. Click the ADD button.
5. Select the schedules to which users assigned to this role can access.
6. Click SAVE.

Users assigned to this role will now have access to this schedule.

Determining Managed Users

Administrators or managers can define schedules for anyone who is in their Managed Users list.

1. As a user with USERS/ROLES permission, go to System > Manage People > Users.
2. Select the user who will be required to manage other users' schedules. The User Profile page opens.
   
   
3. Click the MANAGED USERS tab to display a list of existing managed users.
4. Click the ADD button.
   
   
5. Click the checkbox beside the user name of each user that will be managed by this manager.
   
   
6. Click the SAVE button.

Setting a User's Audit Capacity

You may limit the number of audits that a user may conduct during a specified period of time. If you attempt to schedule more than the maximum number of audits, an error message will be displayed.

1. As a user with the USERS/ROLES permission, go to System > Manage People > Users.
2. Select the user.
   
   
3. On the General tab of the User Profile, click the EDIT button.
   
   
4. In the CAPACITY field at the bottom of the window, specify the total number of audits that this user may conduct during the time period specified in the drop-down list.
   
   
5. Click the SAVE button.