Welcome to Full Frame's support videos where we discuss details of our features. In this video we will go through a typical scenario where the logic of how the booking get's assigned plays out. This is how the scheduler determines who is offered and booked for a project where the account is utilizing the scheduling feature.

This is a smart scheduling system made to take into consideration different scenarios that might come up when booking your team for services. It may seem complex when first introduced to the scheduling logic, but this is super important when you are trying to get the most efficiency from yourself or your team. This can be beneficial to whether you have a team or it’s just you and maybe another member.

First navigate to Profile off to the left hand side and select scheduling on the top bar. You’ll first need to set up your coverage areas if you haven’t already. Here I’m going to set up my coverage areas of San Diego and LA. As you can see I have San Diego and some of the coverage area in LA overlapping. Now depending on how I set the priority coverage on each it will take that one first for my profile. For instance, I’ll put San Diego first as priority by dragging and dropping it towards the top.

We’ll use this in a later example when we’re explaining how it determines team member seniority.

Here I’m going to explain the logical sequence based on this diagram and how our software chooses seniority. It will check each one of these instances first. This will determine who gets the order that’s coming in first based on this order: qualifications -> coverage area availability -> calendar availability -> price -> coverage area priority -> distance -> scheduled Priority.

This will end when it finds the team member that is suitable. For this example we're going to go through the first three steps here in this diagram. Let’s say we have Kevin and Kelly both on the same team and we’re trying to determine who will get the project once an order is placed.

The first step is to determine if they both have the right qualifications for the shoot. Meaning does this shoot require anything special, such as drone footage, that Kevin or Kelly may not be able to do. For instance, if Kevin was able to take drone footage because he knew how and had the right equipment as opposed to Kelly who did not. Then Kevin would immediately get that order over Kelly.

However, let’s say it’s just a regular photography shoot and they both have the correct qualifications. The next step would be to determine their coverage area availability. This goes based on what we have set up in the first portion of our video. Let’s say Kevin didn’t set up his area to cover San Diego because it’s too far from him, but Kelly did set her coverage area as San Diego, then Kelly would get that ordered place and we wouldn’t need to go through the rest of the steps. If Kevin and Kelly both cover the San Diego area they would both move on to the next step, which is calendar availability.

Our software would then check each Kevin and Kelly’s schedules that they have set up in Full Frame. They must have enabled booking check marked in order to be scheduled for a project. If Kevin is available that day and hour for when the client scheduled the shoot, but Kelly is not then Kevin would take seniority and the sequence would stop. If they’re both available for the selected time frame on their calendars that the client selected, then we would move to the next step, price.

The price step takes into consideration travel fees and surcharges. Whoever has the cheapest travel fees and surcharges would take seniority in this step. So let’s say Kelly has cheaper travel fees and surcharges to get to the address the client placed an order for, she would then win seniority and get the order placed.

If Kevin and Kelly both have the same price it takes to get to that location then they would move to the next step coverage area priority. Back to the beginning part of the video we selected San Diego as our 1st priority for coverage. As you remember there was some overlapping with the LA area and the San Diego area, which we went over in step 2. In coverage area priority we are determining if both Kevin and Kelly serve both areas, do they also have San Diego listed as their priority #1? If only Kelly put San Diego as her first priority for a coverage area and Kevin put LA as his first priority of coverage then Kelly would get this order, since it’s in the San Diego area.

If they both have San Diego as their first priority for coverage then they would both move to the next step, distance.

On distance we calculate whoever has the shortest distance to the address where the client placed the order. If Kevin has the shortest distance in the San Diego area to that address, he would take seniority and get the order placed. If Kevin and Kelly both have the same distance to that address, they would both move to the last and final step, scheduled priority.

Now if Kevin and Kelly have moved through all these steps where they were equal in each outcome or given the same seniority the final and last step is to look at their scheduled priority. Whoever has the lowest number on scheduled priority gets the order. Let’s say Kevin is 2 and Kelly is 3 on the scheduled priority then Kevin would take seniority and get that order.

This then completes how we determine who takes seniority when an order is placed in the system. If you want the client to be able to choose which team member they want to perform the service, enable that in the features section. If you have question please feel free to message or email us at info@gofullframe.com