User schedule is a feature that helps to set up different user schedules for the users which will then be assigned to the users. This allows users to have access only during specific time slots and have restricted access outside this time slot. 

Route: Web portal >> User Management >> User Schedule.

User Schedule tab

1. At top shows a ribbon that will be only visible when the “User Schedule” screen is being opened. Show a message saying, “User schedules apply only to mobile access. Card access will follow default user schedule”. 

2. On this screen there will be two subtabs, “Schedule Settings” and “User Schedule Table”.

“Schedule Settings” tab

This will show the lists of Default User Schedule and Created new schedules.

Default User Schedule

1. This schedule is default and is created from the back-end.
2. Admin can only view this schedule and cannot make any changes here. He cannot edit/delete this schedule. 
3. In the action column there will be an option, “View User Schedule”. On click of this option schedule screen will appear. Refer below
4. Step1: Selected Days
   1. Show a text in a ribbon at the above screen saying, “Default Schedule cannot be edited”.
   2. In the selected day's, the admin can view 
      1. “Schedule Name” - [Cannot change].
      2. For Scheduled Days, by default all days will be selected.
      3. For Schedules Time, by default time will be selected for “24 Hrs” hours. 
      4. By default, the door will be in “Access Control” mode. This will be shown on the time bar.
      5. Finally, on the screen keep the “Cancel” and “Next” buttons. 
         1. Cancel will cancel the screen. 
         2. The “Next” button will redirect admin to the next tab i.e. the “Holiday” tab. Also at the top there is a stepper, on click of second step(no:2) will redirect to the “Holiday” tab screen.

5. Step2: Holidays
6. Show a text in a ribbon at the above screen saying, “Default Schedule cannot be edited”.
7. We can only view these settings but cannot edit them.
8. Enable the Holiday Schedule option by default. [Keep toggle option].
9. Schedule time will be in the Access Enabled state for 24 hrs.
10. Keep the “Back” & “Go to User Schedule” buttons on this screen. 
    1. Back button will redirect to the previous tab[Selected Days] tab. 
    2. The “Go to User Schedule” button will redirect to the Schedule lists screen.

Creating New Schedules

1. Tap onto “Create User Schedule” 

2. Once clicked on the “Create User Schedule” button, the admin will be redirected to the screen where he can create his new schedule.
3. On the screen, there will be a heading called “Create User Schedule”. There will be a stepper on the screen that shows that there will be 2 steps to creating schedules.
4. Step1: Selected Days
   1. There is a field called “Schedule Name” to name the schedule. 
   2. Schedule Days: Initially there are empty checkboxes for the selection of days and the admin needs to select them accordingly.
   3. Schedule Time: 
      
      1. Initially the time bar will be empty which means no time and state is selected. Show timebar as 00:00 to 00:00.
      2. Admin can select timing from 0-24 hrs. 
      3. Keep a note above the timebar saying, “Select a time slot by clicking and dragging on the time bar” when no timings are selected. Once time is being selected this text will disappear.
      4. To select the time and the mode, the admin needs to click or drag from start to till end time on the time bar. The moment the admin stops dragging, an attached pop-up will appear. [This is Same way as how Google Calendar works].
         Refer above screenshot.
         1. On the pop-up keep heading on the pop-up as “Edit the Timing”. 
         2. Below the heading show the fields to select start time & end time.
            1. If the admin dragged start time and end time, show that timing on the pop-up. Later the admin can change/edit it.
            2. If the admin clicked on the time bar then wherever he clicked that start timing will show till the one hour of end time. Later the admin can change/edit it.

3. Keep the “Access Permission” dropdown field, when clicked two options will appear on the dropdown “Access Enabled” and “Access Disabled”. Admin can select any one option as per his choice. Once selected and clicked anywhere on the screen outside the pop-up, the attached pop-up will disappear and selected time & permission will get reflected on the time bar.

1. On the time bar “Access Disabled” permission to be shown in red, “Access Enabled” permission to be shown in light orange. As shown in the above screenshot.
   If the admin moves the cursor on the time bar, it will show the time range on hover. When clicked, again an attached pop-up will appear where all fields are prefilled and the admin can make changes in the timings and permission and save it again.
   
    
2. Same way, the admin can select the multiple timings on the time bar. Refer above screenshot.

d) Add More Days:

1. There is a “Add More Days” button (with + icon).
2. When clicked, the admin can select new schedules for the unselected days.
3. The previously selected days will be greyed out and cannot be edited. 
4. Admin can select new timings for the new schedules(same way as before).
5. Keep the cross icon at the top right to remove newly created schedule days.
   Refer XD designs flow for better understanding.
   
    

2. Cancel and Next button on the screen. Keep a text message above “Cancel” & “Next” CTA saying, “To save the schedule define the schedule for all 7 days of the week”. Refer above screenshot.
   
3. Cancel button will cancel the screen and will redirect the user to the door schedule screen.
4. Next button will redirect admin to the next step Holidays screen.
   
    
5. Scenarios that needs to be taken care here:
   1. If the admin is left to select any days(say Sunday) and then the “Next” button will be greyed out and not clickable. This will restrict admin to go for the next step without completing the 1st step. Creating the schedule for all days along with time & states is compulsory here.
   2. If the admin selects all days but does not select the time then the Next button will be disabled. Once timing is selected, the next button will be active.
   3. While creating a schedule until and unless the admin clicks on the Next button, he can create as many as schedules in the same settings. For example, from the selected days & times, if the admin removes “Tue” then he can create a new schedule for that particular day separately by clicking on the “Add More Days” button. Once schedules are created for all days, “Add More Days” button will be greyed out.

4) Step2: Holidays

1. It is a non-compulsory step and can be skipped.
2. Keep heading “Enable Holiday Schedule” with a toggle option to enable/disable. By default, it will be disabled. Keep a text message below the heading saying, “If not enabled, all the users in this schedule will have the regular weekday schedule on a holiday”.
   Refer above screenshot.
3. Once enabled the setting, show below screen.
   
4. If the organization does not set up the schedule show the above screen.
   Keep the “Go to Organizational Holidays” button on the screen. When it is clicked, admin will be redirected to “Route: Organization Settings >> Organizational Holidays
   Admin will create holidays, will save them and will come back to “Create Door Schedule” form by clicking on the “Back” button.
   
    
5. Once holidays are created at the organization level, admin will be able to create holidays for the schedule. 

6. Admin can select the timing from the time bar the same way as explained in the above points(by clicking) or can replicate the working day's schedule. To replicate the schedule, the admin will click on the “Replicate Weekday Schedule” option. A dropdown will appear to select the days to replicate. Admin can replicate any day(Mon to Sun) schedule.
7. When clicked, a dropdown will appear to select a particular day, when selected a pop-up will appear for the confirmation, 
   “Replicate [selected day name]
   This will replicate the Sunday schedule on a compulsory holiday”.  
   Keep “Cancel” and “Ok” button on the pop-up, when clicked on “Ok” then that selected day schedule will get replicated and if clicked “Cancel” then the admin needs to select the timing manually which will get reflected on the time bar. [Same as before].
8. There is a “Select Holidays” option with an info text i icon. On hover show, a message, “Select the holidays from the list below for which the created door schedule will be applicable”.
9. There will be a “View Holidays” and “Hide Holidays” option to view/hide the holiday lists. Holiday list table will have following columns as,
   
   1. Holiday Name: will show the yearly holiday names.
   2. Date: will show dates of the corresponding holiday names.

By default all holidays will be autoselected, admin can unselect these holidays one by one or in a bulk.

 

10. Cancel, Back and Save button on the screen.
    1. Cancel button will cancel the screen and will redirect the user to the user schedule screen.
    2. Back button will redirect the user to the back screen.
    3. Save button will save the created schedule and the created schedule will be displayed in the schedule lists. Show final pop-up message on save saying, 
       
       “User Schedule Created-You have successfully created the schedule [Schedule Name]” 
       Keep Done button on the pop-up.

Schedule Lists:

There will be two columns in this tab, Schedule name, & Actions.

1. Schedule name: The schedule name column will show the lists of schedule names. There will be a search option to search for schedules with its name. 
2. Actions: The action column has Edit and Delete options.
   1. Edit Schedule: 
      1. On hover show “Edit Schedule”. 
      2. Admin can edit the schedule by clicking on this option. 
      3. The form will be similar to the add schedule form. 
      4. After editing the schedule when the admin clicks on the “Save Changes” button, show a pop-up message saying,
         
         “Settings Saved
         You have successfully edited the user schedule.
         [Schedule Name]” 
      5. Keep done button on the pop-up, on click of it will redirect admin to the “Door Schedules” listing tab.
         
         
          
   2. Delete Schedule: 
      1. On hover show “Delete Schedule”. 
      2. This option will help to delete the schedules. 
      3. When the delete option is clicked, show a confirmation message saying, 
         
         “Delete User Schedule
         Are you sure you want to delete the user schedule?
         Note: Users that were assigned to this schedule will be automatically moved to the default schedule. [Schedule Name]”. 
         
         Keep the “No, Cancel” and “Yes, Delete” button on the pop-up. 
         1. “No, cancel” option will cancel the pop-up. 

4. When clicked on “Yes, Delete”, the schedule will get deleted and will show the final message saying, 
   “User Schedule Deleted
   You have successfully deleted the schedule
   [Schedule Name]”. 
   
   Keep the “Done” button on the pop-up.
   
    

User Schedule Table

1. Here in this tab, only “Entry-Exit device” and “Entry-Exit button” door types will be shown/displayed. Other door types like Clockin device, FR device will not be shown.
2. “User Schedule” tab will help the admin to assign newly created user schedules to the users one by one or in bulk. By default all users will have a “Default User Schedule” assigned.
3. Access expired users and Deactivated users should not be shown in the table view of user schedules
4. Filtering doors using “Select Doors” dropdown option
   1. At the top right this select doors dropdown option will help admin to filter out the doors.
   2. Admin can click on this option, below 1st screenshot will appear.
      
      Admin can type in the door name accordingly door will appear and he can select that door using a checkbox. He can select as many as doors from the list with the help of the checkbox. Once selected lists of doors on the table(horizontally) will appear on the screen. Refer below screenshot.
      
      
       
5. Filter Option
   
   1. At the top right there will be a filter option, it will help to filter out users. On hover say “Filter Users''.
   2. On click of this option following pop-up will appear
      
      1. Keep heading as “Filter Users”.
      2. Keep “Select by Roles” dropdown field. 
         
         Admin can select as many roles from the dropdown list using the checkboxes.
         
          
      3. Keep “Select Color” dropdown field. 
         
         Admin can select as many departments from the dropdown list using the checkboxes.
         
          
      4. Keep “Select Location” dropdown field. 
         
         Admin can select as many locations from the dropdown list using the checkboxes.
         
          
      5. Keep other attributes with the dropdown field. 
         
         Admin can do the selections from the dropdown list using the checkboxes.
         
          
      6. Keep “Cancel” and “Apply Filters” buttons on the pop-up
         
         Cancel will cancel the pop-up.
         Apply Filters will apply the filters as per the selections on the pop-up and accordingly lists of users will appear on the screen.

After filtering, show the lists of attribute values that were used while filtering. Each attribute value will have a cross icon to cancel/remove, when removed users will be refiltered as per the available attribute values present on the screen.

 

6. Users & Door lists for User Schedule Assignment
   
   1. On the left vertically, all user lists will be present in that column. Keep the “Search User” field to search for the users by their names.
   2. At the top horizontally, all door lists will be present. We can scroll horizontally to view more doors. This will help the admin to view the next doors(columns). 
      For example, the admin can see columns from Door1 to Door9 and if he wants to see the next slot then he will scroll horizontally which will show him the next slot(Door10, Door11 etc). 
      Keep pagination and horizontal/vertical scrolling option to view more details.
   3. Assigning User Schedules 
      1. one by one
         There will be a dropdown opion for user schedule selection for each user row and each door column(refer above screenshot). With this option admin can assign user schedules one by one to users by selecting any one schedule from the dropdown lists. Once selected it will get directly assigned to that user.
         
         
         If any Door Permissions are not assigned for the users then for that door and for that particular user select user schedule dropdown option will be greyed out and ”on hover it will say, “[door name] is not assigned to [username]
         
         
         and on click of it show a confirmation pop-up saying, 
         
         “Door Not Assigned
         [Door Name] is not assigned to [Username], Do you want to assign it to this user?”. 
         
         When clicked on the “Yes, Assign”, the door will be assigned to that user and later admin can select & assign a user schedule for that particular user.

2. Assign Common door

A tenant user might not have permission to a common door that is shared by the landlord organization.

In such a case, if the admin tries to assign that door to that user, it will remain in pending state, until the landlord admin approves the common door request.

Show a ‘pending’ icon with info “Landlord approval for the door permission pending” upon hover.

Once the permission is granted by the landlord admin, the ‘pending’ icon should be removed and the schedule should get assigned to the user. 

3. In a bulk
   
   1. Admin can assign user schedules in a bulk to all users.
   2. When cursor moved closer, on hover say “Select and Assign a schedule to all users”. On click of it pop-up will appear as below,
      
      1. Show heading as “Assign Schedule to all users”.
      2. Keep text below the heading saying, “Please select the user schedule that will apply to all the users who have access to [Door Name]”.
      3. Keep “Select User Schedule” dropdown field, onclick of it dropdown will appear from where admin will select one schedule. Along with other newly created schedules, show the default schedule option in the list to select.
      4. On the pop-up there will be “Cancel” and “Assign” options,
         1. Cancel will cancel the pop-up.
         2. Assign will assign that schedule to all users. Show final prompt as shown in the below screenshot.
            
            So this “User schedule 02” schedule will be assigned to all users for that particular door(Door-05). 

Activity Logs

Design Link: Activity Logs 

The following transactions w.r.t User Schedules will be logged in Activity Logs under Transaction Name- User Schedule Settings.

1. Create User Schedule

Whenever a User Schedule is created by an admin, the transaction details will be logged in Activity Logs > Organisation Logs as follows:

The Transaction Name will be ‘Create User Schedule’.

The Time will have the exact time at which the user schedule was created.

The Schedule Name will show the name of the user schedule that was created.

Performed by will show the name of the admin who created the user schedule.

2. Assign/Unassign User Schedule

Whenever a User Schedule is assigned or unassigned by admin for a user from User Detail Page, the transaction details will be logged in Activity Logs > User Logs as follows:

The Transaction Name will be ‘Assign User Schedule’.

The Schedule Name will show the name of the User schedule that was assigned.

For User will show the user for whom the user schedule was assigned. Performed by will show the name of the admin who assigned the user schedule to user(s).

Whenever a User Schedule is assigned or unassigned by admin for a user from User Schedules Page, the transaction details will be logged in Activity Logs > Organisation Logs as follows:

The Transaction Name will be ‘Assign User Schedule’.

The Schedule Name will show the name of the User schedule that was created.

For User will show all the users for whom the user schedule was assigned. Show a ‘View All’ button which will expand the pop-up window and will show all the users.

Performed by will show the name of the admin who assigned the user schedule to user(s)

3. Delete User Schedule

Whenever a user schedule is deleted, the transaction details will be logged in Activity Logs > Organisation Logs as follows:

The Transaction Name will be 'Delete User Schedule’.

The Schedule Name will show the name of the User schedule that was deleted.

Performed by will show the name of the admin who deleted the user schedule.

4. Update User Schedule Holidays

The Transaction Name will be 'Update Holidays for User Schedule’.

The Schedule Name will show the name of the User schedule that was edited.

Performed by will show the name of the admin who edited the user schedule.

Holidays Added and Holidays Deleted will show the name of the holidays that were assigned/removed from the user schedule respectively.

5. Update User Schedule Timings

The Transaction Name will be 'Update Timings for User Schedule’.

The Schedule Name will show the name of the User schedule that was edited.

Performed by will show the name of the admin who edited the user schedule.

New Timing will show the timings when access was disabled and/or timings when access was enabled

Days will show the days for which the schedule was updated

6. Update User Schedule Name

The Transaction Name will be 'Update User Schedule Name’.

The Old Schedule Name will show the name of the user schedule that was there before editing.

The New Schedule Name will show the name of the user schedule after editing.

Performed by will show the name of the admin who edited the user schedule name.