Project Dispatch

OBJECTIVE

Depending on the Dispatch selected, Project Dispatch allows you to:

• assign employees, equipment, trades, equipment types, contacts and teams to projects;
• assign service calls, work orders, quotes or projects to employees;
• assign work orders or projects to equipment.

 

PREREQUISITES

• Employee Management
• Equipment Management
• Equipment Management
• Define Trades
• Contact Management
• Dispatch Project Management
• Dispatch Model Management

 

SUMMARY

• Steps
  • Assign Resources to a Project
    • Employees/Equipment Grid
    • Header Ribbon for Display Control
    • Footer Ribbon for Display Control
  • Assign a Project to Equipment
  • Assign a Project to Employees
• Appendix
  • Context Menu – Resource Assignment

 

ICONS

Project Dispatch Icons

Only icons specific to Project Dispatch are defined in the table below. The type that users select from the Dispatch list (Projects, Employees or Equipment) will determine which icons are available. In some case, icons can be clicked a second time to deactivate the display feature and return to the basic grid. That is the case for these icons: View non-availabilities, View worked non-availabilities, Display project stay at home, Show items with dispatches only, Display allocated dispatchesandShow/Hide the list of resources.   Icon Tooltip Serves to Display dispatches vertically Vertical grid layout. Display dispatches horizontally Horizontal grid layout. Day view Display one day at a time on the dispatch grid. Work week view Display the work week on the dispatch grid. NOTE : The work week is from Monday–Friday by default. Week view Display one week at a time on the dispatch grid. Month view Display one month at a time on the dispatch grid. Timeline view Display the dispatch grid in planning mode. Project view Display the project on the dispatch grid. View non-availabilities Display the non-availabilities at the top of the dispatch grid. NOTE: To show an employee who is Not available on the grid, click on the individual in tabbed panel Employee and drag-and-drop the name onto the correct date on the dispatch grid. The Definition of Work Hours window will appear where users can specify the Non-Availability Type as well as enter a start and end date and time. View worked non-availabilities Display, at the top of the dispatch grid, the times when, although not available, the given employee worked nonetheless. NOTE: To show an employee who is Not available on the grid, click on the individual in tabbed panel Employee and drag-and-drop the name onto the correct date on the dispatch grid. The Definition of Work Hours window will appear where users can specify the Non-Availability Type as well as enter a start and end date and time. As opposed to non-availabilities, hours worked despite being unavailable are paid. Examples of this would be paid vacation or sick days. Display project ‘Stay home’ Display a section at the top of the grid to view those employees who are staying at home. NOTE: To show an employee who is staying at home in section Stay home of the grid, click on the individual in tabbed panel Employees and drag-and-drop the employee on the grid. Show items with dispatches only Display only those projects that already have dispatched elements. Filter configuration Open window Filter Configuration to define how items are displayed on the grid. Display the allocated dispatches For each of the projects, view: The Hours Budget; Spent to Date (indicates the actual hours worked as opposed to the estimated hours; Hours (as recorded by users in maestro*MOBILE); Balance; within the given project, shows dispatched hours that have not yet been worked. NOTE: The Hours Budget is equivalent to the sum of the activities available in maestro*MOBILE based on the types of labour groups. Show/hide the list of resources Display or hide the list of resources to the right of the window. NOTE: Once the list is displayed, it can be used to assign resources on the grid. Open project management screen The management function for those project resources to be dispatched, window Dispatch Project Management. NOTE: For more details, refer to the help topic Dispatch Project Management. Catalogue orders Access to Purchase Order Details window. Contact management Access the Contact Management window. Refresh the dispatch grid Refresh the dispatch grid. NOTE: It is possible to refresh the dispatch grid and any information displayed on the grid, by clicking on the dropdown arrow to the right of the icon and selecting Refresh the dispatch grid and all other information. Dispatch dashboard Access the Dispatch Dashboard window. Locate dispatches of the day Access the Dispatch map window in order to locate, on a map, all the dispatches as of today’s date. NOTE: It is possible to view the locations of the employees assigned to the projects and/or the projects themselves. Location of employees Access the Location of Employees window in order to locate all the employees on a map, at a given moment. Location on a map Access the Display Address on a Map window in order to locate the assignments on a map. Dispatch confirmation management Access the Dispatch confirmation management window in order to obtain a list of dispatches for which there was no confirmation of acceptance received following the sending of the schedule and launch actions on dispatches not confirmed. NOTE: Three actions are possible: Resend invitation Accept invitation Delete dispatch Mandatory Questionnaires Verification Gives access to the Mandatory Questionnaires Verification window. Configuration Access the Options window.

 

 

STEPS

maestro* > Projects > Project Costing > Dispatch > Project Dispatch

 

Assign Resources to a Project

1. In the Project Dispatch window, select Projects from the Dispatch drop down menu below the top toolbar.
2. Select, if needed, a Dispatch Model.
3. Select a display Filter. Filters allow to limit the choices of employees, projects, equipment, etc. to dispatch. The filters available in this field are set up in the Views Configuration option.
4. Assign Resources (employees, equipment, trades, types of equipment, contacts and teams) to a project by using the dispatch grid.

To view only those resources that are available check the box Filter resources based on daily availability. To be available for dispatch on the grid, resources must first be selected in the Dispatch Template Management. An employee already dispatched during the same working day is displayed in the list of available employees, if the time range do not overlap (only if the grid has a level of detail in hours or less). Contact types must be defined prior to being available for dispatching to a project; go to Define Contact Types and check the box Contacts in window Dispatch Template Management; individual contacts will now be available for assignment to a project from the dispatch grid.

Employees/Equipment Grid

Employees

Tabs	Serves to
List	Display employees by employee number listing their status, first name, name, category, equipment, trade, occupation type, years or level. NOTE: To filter employees by any of these categories use the filter icon at the top right-hand corner of the panel.
Skills	Display employees grouped by skills.
Trades	Display employees grouped by trade.
Certificates	Display employees by certificates.

1. In the Employees tabbed panel (listed by selected date), click the employees and drag-and-drop them on the project grid (on the desired date and time).
   • Employees dropped on the dispatch grid appear as sky blue rectangles whose length depends on the work time allocated. A yellow circle indicates that the dispatch is now visible in maestro*MOBILE. When mobile users confirm their presence at work, the circle turns green. An empty circle indicates that the employee has left the work site whereas a red circle shows an employee who is absent.
   • The start and end time are determined by the default employee work hours or the hours outlined in Define Work Schedules. To modify the hours, right-click on the dispatched Employee and select Edit Dispatch. The dispatcher can also move the rectangles, expand or shrink them to match the assignment.
   • If an employee is linked to an equipment by default, the joint dispatched assignment appears on the grid in two parts (sky blue for the employee and yellow for the equipment).
2. Click an assigned employee on the dispatch grid and right-click to display the context menu. For more details about this menu, refer to the Appendix of this document.

If an employee is assigned to a shift that passes midnight, the assignment will appear only on the start date when the dispatch Detail is set to day.

Equipment

1. In the Equipment panel (listed by selected date), click the equipment and drag-and-drop it onto the project grid (on the desired date and time).

A warning message will be displayed if the selected employee is inactive.

• Equipment assigned on the dispatch grid appears as yellow rectangles whose length depends on the time allocated. A yellow circle indicates that the dispatch is now visible from maestro*MOBILE. When mobile users confirm the equipment presence at work, the circle turns green. An empty circle indicates that the equipment has left the work site whereas a red circle shows an equipment that is absent.
• The start and end time is determined by the default project hours. To modify the hours, right-click on the dispatched Equipment and select Edit Dispatch. The dispatcher can also move the rectangles, expand or shrink them to match the assignment.

2. Click the Equipment assigned on the dispatch grid and right-click to display the context menu. For more details about this menu, refer to the Appendix of this document.

If an equipment is associated with an employee and that employee is not needed for the given day’s dispatch, right-click the equipment to Edit Dispatch and delete the employee lines in the Employee panel.

Trades

1. In the Trades panel (listed by selected date), click the trade and drag-and-drop it onto the project grid (on the desired date and time).
   • Assigned trades on the dispatch grid appear as dark green rectangles whose length depends on the time allocated.
   • The start and end time is determined by the default project hours. To modify the hours, right-click on the dispatched Trades and select Edit Dispatch. The dispatcher can also move the rectangles, expand or shrink them to match the assignment.
2. Click the Trades assigned on the dispatch grid and right-click to display the context menu. For more details about this menu, refer to the Appendix of this document.

Types of equipment

1. In the Types of equipment panel (listed by selected date), click the type of equipment desired and drag-and-drop it onto the project grid (on the desired date and time).

A warning message will be displayed if the selected equipment is inactive.

• Assigned Types of Equipment on the dispatch grid appear as salmon colored rectangles whose length depends on the time allocated.
• The start and end time is determined by the default project hours. To modify the hours, right-click on the dispatched Type of Equipment and select Edit Dispatch. The dispatcher can also move the rectangles, expand or shrink them to match the assignment.

2. Click the Types of equipment assigned on the dispatch grid and right-click to display the context menu. For more details about this menu, refer to the Appendix of this document.

Contacts

1. In the Contacts panel (listed by selected date), click the contact and drag-and-drop it onto the project grid (on the desired date and time).
2. Assigned Contacts on the dispatch grid appear as blue rectangles whose length depends on the time allocated. A yellow circle indicates that the dispatch is now visible from maestro*MOBILE. When mobile users confirm the contact presence at work, the circle turns green. An empty circle indicates that the contact has left the work site whereas a red circle shows a contact that is absent.
3. The start and end time is determined by the default project hours. To modify the hours, right-click on the dispatched Contact and select Edit Dispatch. The dispatcher can also move the rectangles, expand or shrink them to match the assignment.
4. Click the Contact assigned on the dispatch grid and right-click to display the context menu. For more details about this menu, refer to the Appendix of this document.

Teams

1. In the Teams panel (listed by selected date), click the team and drag-and-drop it onto the project grid (on the desired date and time).
   • Assigned Teams on the dispatch grid appear as purple rectangles whose length depends on the time allocated. A yellow circle indicates that the dispatch is now visible from maestro*MOBILE. When mobile users confirm the team presence at work, the circle turns green. An empty circle indicates that the team has left the work site whereas a red circle shows a team that is absent.
   • The start and end time is determined by the default project hours. To modify the hours, right-click on the dispatched Team and select Edit Dispatch. The dispatcher can also move the rectangles, expand or shrink them to match the assignment.
2. Click the Team assigned on the dispatch grid and right-click to display the context menu. For more details about this menu, refer to the Appendix of this document.

Header ribbon for display control

Field	Purpose
Filters	Dispatch by project number, project description, construction project, status, start and end dates.
Calendar	Select a specific date, based on the calendar view selected. To navigate dates use the arrows located on either side.
Find employee/equipment	Search for employees, equipment, trades, types of equipment, contacts & teams by using full or partial search terms in order to view specific dispatches.

Footer ribbon for display control

Field	Purpose
Number of Projects	Select the number of projects that can be viewed on the dispatch grid.
Number of Days	Select the number of days that can be viewed on the dispatch grid.
Detail	Modify and define the level of detail that is to be viewed on the dispatch grid: month, week, day hour, 30 minutes, 15 minutes.
Zoom	Adjust the zoom of the dispatch grid.
Show Work Hours Only	Check to view only work hours.
Show Weekends	Check to view only weekends.

 

Assign a Project to Equipment

1. In window Project Dispatch, select Equipment from the drop-down menu Dispatch.
2. Select a template from Dispatch Model.
3. Select a Filter from the list.
4. From the Project panel, assign the given Project to the relevant equipment listed on the dispatch grid. The same project can be linked to several pieces of equipment; that is that several pieces of equipment can be dispatched to a single project.
   1. Projects panel
      • In panel Projects, click the project and drag-and-drop it onto the dispatch grid (on the relevant equipment, date and time).
        Projects that have been dropped on the dispatch grid are shown as white rectangles whose length is based on the assigned work hours. The dispatcher can also move the rectangles, expand or shrink them to match the assignment.
      • Select a Project dispatched on the grid and right-click to display a context menu. To obtain more details on the menu, refer to the Appendix of this document.

 

Assign a Project to Employees

1. In window Project Dispatch, select Employees from the drop-down menu Dispatch.
2. Select a template from Dispatch Model.
3. Select a Filter from the list.
4. From the Project panel, assign the given Project to the relevant employees listed on the dispatch grid. The same project can be linked to several employees, that is that several employees can be dispatched to a single project.
   1. Projects panel
      • In panel Projects, click the project and drag-and-drop it onto the dispatch grid (on the relevant employee, date and time).
        Projects that have been dropped on the dispatch grid are shown as white rectangles whose length is based on the assigned work hours. The dispatcher can also move the rectangles, expand or shrink them to match the assignment.
      • Select a Project dispatched on the grid and right-click to display a context menu. To obtain more details on the menu, refer to the Appendix of this document.

 

APPENDIX

Context Menu – Resource Assignment (Employees, Equipment, Trades, Types of Equipment, Contacts, Teams)

Right-click any dispatched resource to access the following options. These options are available when they are relevant to the task and when the dispatch type is set to Projects. The right-hand side resource columns display an X when the resource’s contextual menu provides access to the associated option.

Options	Employees	Equipment	Trades	Types of Equipment	Contacts	Teams
Add the assignment to the employee’s Outlook calendar Maestro* records the employee’s shift to their Outlook calendar. On the Project Dispatch window, right-click the assignment to send the dispatched shift to the employee’s Outlook calendar. If the shift is modified or removed after being linked to an Outlook calendar, the changes will also be made in Outlook.	X
Open… Open Project Dispatch Management Open Project Management Open Project Inquiry	X	X	X	X	X	X
Close all dispatches for the project The window Close Project Dispatch is displayed and allows the closure of all project dispatches. In case of errors, a closed dispatch can still be modified.	X	X			X	X
Close Dispatch The Close Project Dispatch window is displayed and allows the closure of a dispatch. In case of errors, a closed dispatch can still be modified.	X	X			X	X
Edit all dispatches for the project on XXXX-XX-XX The Enter Project Dispatch on xxxx-xx-xx window is displayed and allows the modification of dispatches for that day.	X	X	X	X	X	X
Edit all dispatches of all projects on XXXX-XX-XX The Edit Dispatches of All Projects for the Day of xxxx-xx-xx window is displayed and allows the modification of dispatches for that day.	X	X	X	X	X	X
Consult the Dispatch To look at a dispatch that has been closed by the mobile user.	X	X
Edit Dispatch The Enter Project Dispatch window is displayed and allows the modification of the dispatch.	X	X	X	X	X	X
Delete Dispatch Allows the deletion of the selected dispatch. The user is asked “Do you really want to delete this dispatch?” —click Yes or No.	X	X	X	X	X	X
Cancel the project dispatches (ProjectName) on xxxx-xx-xx Cancels all items dispatched to a project on the date selected once the user has recorded a reason. The canceled dispatch remains visible on the dispatch grid showing the following icon: . The calendar activity text will be preceded by “Cancelled”. The cancelled dispatch can be reversed – right-click and select Reverse the cancellation of the dispatch. The dispatch can be copied & pasted, but cannot be modified, moved or removed.	X	X	X	X	X	X
Delete all dispatches from the project (ProjectName) on xxxx-xx-xx Deletes all items dispatched to a project on the date selected. A confirmation message is displayed, allowing the user to select Yes or No. When the deletion is confirmed, maestro* will notify the workers.	X	X	X	X	X	X
Delete all dispatches on xxxx-xx-xx Deletes all items dispatched on the date selected. A confirmation message is displayed, allowing the user to select Yes or No. When the deletion is confirmed, maestro* will notify the workers. NOTE: This option is only available for users who have an Administrator security level.	X	X	X	X	X	X
Copy assignments from the project XXXX for the day XXXX-XX-XX to… Copies the assignments from a project on the date selected and pastes them onto as many dates as specified.	X	X	X	X	X	X
Copy assignments for the day XXXX-XX-XX to… Copies the assignments on the date selected and pastes them onto as many dates as specified.	X	X	X	X	X	X
Long-term dispatch management Displays the Long-term Dispatch Management in order to create long-term shift patterns.	X	X	X	X	X	X
Non-renewable Indicates that the resource selected is not renewable and shows the following icon in the dispatch grid: .	X				X
Change the presence status Modifies the status of attendance for the resource selected. The options possible are: Present, Absent, Left and, to change the status for all the resources at once, All employees for the project XXXX.	X	X			X	X
Change trade Changes the trade for the employee selected (only the trades available for the project in question are available here).	X
Change the status of the schedule confirmation Changes the status of the employee schedule. The options are Confirmed or Not Available. A status indicator is displayed on the resource on the dispatch grid. Confirmed is identified by and Not Available by .	X
Dispatch before lunch break If there is a lunch break configured for the project or dispatch template, this option allows a half-day dispatch that ends at the beginning of the meal break.	X	X	X	X	X	X
Dispatch after lunch break If there is a lunch break configured for the project or dispatch template, this option allows a half-day dispatch that starts at the end of the meal break.	X	X	X	X	X	X
Print the schedule of employee / contact XXX on XXXX-XX-XX Prints/displays the schedule for the employee/contact for the date selected.	X				X	X
Print Dispatch List for Project XXXX on XXXX-XX-XX Prints/displays the schedule for the selected project and for the selected date.	X	X	X	X	X	X
Print the schedule for all projects on XXXX-XX-XX Prints/displays a report of the schedule for all projects for the date selected.	X	X	X	X	X	X
Print a list of resources for all projects on XXXX-XX-XX Prints/displays a list of resources for all projects for the day selected sorted by project, foreman, site supervisor or project manager.	X	X	X	X	X	X
Print a list of equipment for all projects on XXXX-XX-XX Prints/displays a list of unused equipment for all projects for the day sorted by project, foreman, site supervisor or project manager.	X	X	X	X	X	X
Send the schedule to the employee / contact XXX The schedule is sent to the employee / for the project selected. If the Communication Method is set to paper in Contact Management, the schedule will be displayed as a printable report. If the schedule is sent several times on a given day to more than one employee at the same email or cell number, the emails/texts are all sent to one location and list each employee number.	X				X	X
Send the schedule to employee / contact XXX Sends the schedule of the project for the selected day to the employee. If the Communication Method is set to paper in Contact Management, the schedule will be displayed as a printable report. Note: Remember to resend the schedule if any changes are made.	X	X	X	X	X	X
Send the schedule to the employees for project XXXX Sends the project schedule to all employees / contacts for the date selected. If the Communication Method is set to paper in Contact Management, the schedule will be displayed as a printable report. If the schedule is sent several times on a given day to more than one employee at the same email or cell number, the emails/texts are all sent to one location and list each employee number.	X	X	X	X	X	X
Send the dispatches for project XXXX to the foreman Sends the list of resources/dispatches to the foreman of the selected project. If the Communication Method for the foreman is set to paper in Contact Management option, the schedule will be displayed as a printable report.	X	X	X	X	X	X
Send the dispatches to all foremen on XXXX-XX-XX Sends the resource/dispatch list to the foremen who are active on the date selected. If the Communication Method for the foreman is set to paper in Contact Management, the schedule will be displayed as a printable report.	X	X	X	X	X	X
Send the resource list to the project manager of project XXXX Sends the list of all resources/dispatches to the project manager of the selected project. If the Communication Method for the project manager is set to paper in the Contact Management option, the schedule will be displayed as a printable report.	X	X	X	X	X	X
Send the resource list to all of the projects' project managers on XXXX-XX-XX Sends the resource/dispatch list to all project managers who are active on the selected date. If the Communication Method for the project manager is set to paper in the Contact Management option, the schedule will be displayed as a printable report.	X	X	X	X	X	X
Send a text message to the employee / contact XXX Send a text message to the selected employees NOTE: If more than one employee is selected. Opens the Compose Text message window where messages can be composed and texted.	X				X	X
Add/edit notes for the project Opens the Notes by project window where a new note pertaining to the project can be recorded or an existing note modified. Check the box Include the notes in the copy-paste and deletion, if applicable. Added notes appear on the dispatch grid on the date and for the project selected.	X	X	X	X	X	X
Cut Cuts the resource selected which can then be pasted onto another day or project.	X	X	X	X	X	X
Copy Copies the resource selected which can then be pasted onto another day or project.	X	X	X	X	X	X
Paste Pastes the resource selected onto another day or project. Right-click the target and select menu item paste, double-click on the first date in the sequence to open window Enter Project Dispatch on xxxx-xx-xx and click Save.	X	X	X	X	X	X

 

Users can copy one day onto another day within the same project as well as to another project. When copying multiple days, the pasted schedule follows the original order. When the work schedule is modified from the mobile, the dispatch grid will update and the revised hours will be used when doing a copy-and-paste. An entire week can be copied onto another while preserving all the details.

 

Last modification: March 18, 2025