Let's get to grips with what ESS does.

The Equipment Service Schedule (ESS) in Service Geeni automates the creation and management of planned service jobs, helping you stay on top of maintenance and compliance requirements.

Getting There

You can find the ESS module within the Scheduling menu.

When you first open ESS, you’ll see the default screen. You can customise the column layout and filter settings to suit your preferences - these will be remembered for future sessions.

Service jobs are generated from your Service Contracts. Once your Service Contracts and sequences are set up, ESS allows you to raise, schedule and assign these jobs to in-house engineers or subcontractors efficiently.

Learn more about Service Contracts

Before You Start

Set Up Your Equipment Records and Contracts

Before ESS can generate service schedules, all relevant equipment must be added to the system, and contracts must be set up with the correct service sequences and frequencies.

ESS will now automatically generate future service events from the Contract.
ESS will stop generating the schedule if the contract is terminated, suspended or has hit the contract end date.

Learn more about: Equipment

Learn more about Contracts

Set your Branch Level Settings

To set your branch level, head to:

System Settings
Branch Maintenance
Then, select edit via the Action Tray on the desired Branch.

Scroll down and expand the section under Branch Level Settings, and you will find the option to set the ESS Schedule to either Automatic or Manual.

Automatic: If you set the ESS Schedule to Automatic, the system will automatically generate and dispatch Service Jobs based on the configured frequency (Daily, Weekly or Monthly, etc).

Service Geeni will run daily checks for upcoming services and raise jobs accordingly.

Manual: If you set the ESS Schedule to Manual, the Service will need to be raised manually.

Follow this guide to learn how to set Automatic or Manual Schedule:

Follow this guide for Branch Maintenance

Navigation

The ESS interface provides a list view of all upcoming service jobs that have not yet been raised as Jobs. This represents the upcoming Service Schedule.

To pinpoint a contract, you can use the keyword search or filter option.

The jobs within ESS are colour coded for ease of seeing what is outstanding, Overdue, etc.

Red: Overdue.
Amber: Due Within One Week.
Blue: Due Within Two Weeks.
Green: Due Within One Month.
Show All - Will reset any selection by status.

When you select a Status, it will have a white dot within the status colour; the colour is reflected on the job line.

Overdue has a white tick!

For more on filtering, Columns, page navigation, and other functionality, check out this article:

Learn about: Basic Module Navigation

Additionally, you can find out how the ESS screen option x2 can be set up here:

Learn about: ESS Displays

Action Tray

New Service Date

Here, you can add a New Service Date via the action tray.

You can click the blue calendar to select a date.
Enter a new Service time as required.
Then, click the tick to confirm the change or the cross to cancel.

Equipment History

Click on the globe icon to view the equipment's history.

Add Stock Reservations

This allows you to reserve any items to perform the service.

Click on the Action Tray to add a Stock Reservation.

Once completed, click Save.

Assign, Add or Change an Engineer

The Engineer is picked up automatically if a Preferred Engineer has been set on the contract and/or the Service Sequence.

If not, click on Not Assigned to add and assign an Engineer.

Click on the Engineer's name to change or add another Engineer to the Service job.

Raise Jobs As

Once you have made your selection, you need to choose the correct job status before raising them.

Unissued
- The job is raised but not planned for an Engineer.
Scheduled
- Scheduled for the specified Engineer but not issued.
Issued
- The job has been scheduled and issued to the specified Engineer.

When you raise jobs, they will be created with the status selected: Issued, Unissued, or Scheduled.

Scheduled and issued status will only take effect if a Preferred Engineer has been set.

To select an engineer, click on the Not Assigned text in the Engineer column.
Select an Engineer to add to the Job.

Function Buttons

Raise Jobs for Selected Services

This option is used to raise one or a specific selection of jobs, not a 'bulk' option.

With your jobs selected and status set, click the Raise Jobs for Selected Services button.

You may encounter this message:

"There are Open Jobs for the following sites. Do you want to add the service to any of them or raise a new job?"

This gives you the option to add this Service job to another existing job or raise an independent job for this service task.

Click the ellipse to select the job you want to add the new job to.
Here you can see the status of the job.
Regardless of the status you initially selected (in this example, Scheduled was chosen), it will be added to the Existing job selected, reflecting the status of that job, which is Unissued.

Additionally, you can raise it as a new job, which will carry over the status you selected previously.

Raise Jobs for Matching Services

This option will create a job for each of the services within the current filtered view (the search criteria) and not what's been selected.

In the example below, although one job is selected, you are raising 23 services because that is what was retrieved in the search.

Click No to cancel the operation or Yes to proceed.

Like before, you may be shown an alert message:

"There are Open Jobs for the following sites. Do you want to add the service to any of them or raise a new job?"

This gives you the option to add this Service job to another existing job or raise an independent job for this service task.

You can:

Click New Job.

Click Add to Existing Job.

Here, click on the ellipse and select the job you wish to add the new service job to.

Once you have confirmed what should happen to these new service jobs, please clarify if they should be new positions or additions to existing ones.

Click on Raise or Raise Except Above.

Raise Except Above: Clicking this will discard (not raise) the above items. A pop-up will let you know how many jobs have been raised.

Here you can view the Job(s) or click on OK to continue working in ESS.

If you click OK, you will now be taken to the Scheduler.

Learn about: Scheduler

Once the job is raised from ESS, it will appear in Job Control.

Skip Selected Services Items

Skipping a service means a service visit under the maintenance contract isn’t raised.

This may be required due to customer request, site inaccessibility, or prior task completion on another job. It may also result from condition-based assessments showing that the service isn't needed.

All skipped services are recorded in Service Geeni for compliance and reporting.

Here, you can only skip Overdue Services.

Thought and care should be taken when Skipping Services, as this action is not reversible.

This will affect how many services you achieve to raise over a period.

For example, if the contract is for a monthly service and you skip one, you will be one short for the year.

With your selection in place, click Skip Selected Services.
A pop-up with the following message will appear:

"Are you sure that you want to skip 3 Services? Once skipped, there will be no way of reverting the changes without manually amending each contract".

Manage Selected Service Items

The Manage Selected Service Items option allows you to reserve specific SKU items or create a purchase order (PO) for the selected services. This feature enables you to reserve or order any items necessary to perform the service effectively.

With your selected services, click the Manage Selected Service Items button.

A window will appear where you can choose to:

Reserve and Raise PO: If you would like to reserve the SKU for selected services and raise a PO for any missing item(s)

Learn about: Stock Reservations

Raise PO For All Items: If you would like to raise a PO for all items instead of reserving any SKUS.

Click Confirm Purchase Order.

Learn about: Raise Purchase Orders

View Services

To view all Services by Equipment, go to the Service Call module via the Scheduling menu.

From the list, click on the Action Tray and select the Schedule icon.
If this icon doesn't appear next to the Equipment, then no Service Sequence has been set up.