Zip Codes and Zones

Zones and Zone Manager

ServMan uses zones to allow you to better optimize your employees work days and schedules.  Zone Manager allows you to assign individual employees to specific times of day and areas.   Using this feature you can allocate employees to remote areas on certain days, allowing you to minimize your drive times.  When using Auto Schedule, your call center employees will only see the days and times available when scheduling work for these areas.

Zones are assigned based on relationships to zip codes.  If you have them configured, the Zone will automatically be populated when you key a zip code for your client location.   If more than one zone is assigned to a zip code the user will be prompted to manually select from the qualified zones.

You create zones by associating a Zone identifier to a zip code.  A zone can be associated with any number of zip codes and likewise any number of zip codes can be associated to a Zone.   You then assign a zone to your client records and associate zones to your employees.  You can create as many zones as are required based on the size of your service area.   Additionally you can associate Region Codes to Zones for further delineation.    

 

  1. Master Files > Miscellaneous > Zone Codes
  2. Enter unique zone ID code
  3. Enter a description for the code
  4. Optionally, you may set up, then select, a region code to be associated with this zone
  5. Associate a zone to the zip codes in your Zip to City Cross Reference file
  6. Assign your employees to zones if you are using the Zone Manager with the AutoSchedule feature
  7. Set up the Service Windows to appear in the Zone Manager
  8. Create the schedule, if you need the ability to assign employees to different zones on different days

Zip Codes

Zip Codes can be automatically added to your system as you enter addresses, if you have the option set.    There are also many resources that can provide an importable Zip Code listing if your company does not already have this information.   Speak with your ServMan representative or data base administrator about how to import this information.

Additionally, ServMan contains an option to allow a zip code to be serviced by multiple zones.  You may enter the zip code as many times as is required in the Zip Code table to associate them to the proper zone.  When you add clients, ServMan will automatically fill in the Zone if this option is entered and enabled.   If multiple Zones service the same zip code, the software will prompt the user to choose between the zones for the correct choice.  

ServMan also allows for one zip code to be associated with multiple cities.  

  1. Master Files > Miscellaneous > Zip to City Cross Reference
  2. Locate or create a new Zip Code record
  3. Enter the city name
  4. Select a Branch if you are using branches
  5. Enter the State
  6. Select a Zone if you are using zones
  7. Select a County if you are using counties

Assign your employees to Zones

  1. Master Files > Miscellaneous > Employees
  2. Locate or create a new Employee record
  3. Click the Zone Restrictions tab
  4. Click the Append from list... button to open the Zone Code list
  5. Double click each zone this employee will work in
  6. Click Remove Selected to remove an employee from a zone

Set Service Window settings for Zone Manager

  1. Master Files > Miscellaneous > Service Window Codes
  2. Check the "Used in Zone Manager" checkbox
  3. Enter a "sort" sequence number for the service window to be displayed

Create Schedules for Zones/Employees for different days and service windows

  1. Schedule > Zone Manager from the menu bar
  2. Select a Zone at the top of the screen
  3. Double-click on the day you want to make the employee assignment for
  4. In the Zone Assignment screen, press the picker button to assign the employee to the zone and time slot
  5. Right-Click in the date grid to view additional data entry shortcuts - Copy from previous week-this zone only, Copy from previous week-all Zones, Copy from 2 weeks ago-this zone only, Copy from two weeks ago-all zones 
  6. Switch between weeks using the navigation buttons at the top of the screen
  7. Continue this procedure for all Zones, dates and time slots
  8. Once you have completed your Zone assignments the Auto Schedule will only include employees and days as configured in your Zone manager when assigning work orders

Optional Zip and Zone settings

To accommodate the wide range of clients' desires, ServMan has a number of optional settings that can be employed to change the way ServMan behaves for a particular installation.  To change the way ServMan behaves for you, please consult with your Project Manager and/or ServMan support to discuss the impact the requested change will have.   Optional setting for Zip Codes and Zones are:

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