Using Route Optimization to Reorder Calendar Events
The Optimize order feature automatically reorders multiple calendar events for a resource to minimize driving time, distance, and CO2 emissions by finding the most efficient route sequence.
On this page
Using Route Optimization to Reorder Calendar Events- What is Route Optimization?
- Where to Access Route Optimization
- How Route Optimization Works
- Using Route Optimization: Step-by-Step
- Practical Examples
- Understanding the Algorithms
- Quick Setup
- Best Practices
- Troubleshooting
- Comparing Pack vs. Optimize Order
- Related Features
- Summary
What is Route Optimization?
Route optimization is a powerful calendar feature that analyzes multiple events with geographic locations and calculates the most efficient order to visit them. The system evaluates thousands of possible route combinations in seconds and recommends the sequence that minimizes your chosen metric (driving time, distance, or environmental impact).
This is essential for:
- Field service technicians visiting multiple customer locations
- Healthcare professionals making home visits
- Sales representatives scheduling client meetings
- Any mobile resource traveling between appointment locations
The optimization can save significant time, fuel costs, and reduce environmental impact by eliminating inefficient routing.
Where to Access Route Optimization
The route optimization feature is available in the calendar view when working with events for a single resource that have location data.
Navigation: Calendar → Select events on a single resource → Optimize order
How Route Optimization Works
The Optimization Process
When you select multiple events and click Optimize order, Hubhus:
- Extracts location data from each event (addresses or coordinates)
- Calculates distances between all locations using real routing data
- Evaluates thousands of combinations (e.g., "40,320 possible routes and 64 transits")
- Applies your selected algorithm (brute force, nearest neighbor, or genetic)
- Ranks routes based on your optimization goal (time, distance, or CO2)
- Presents the optimal sequence with before/after comparison
Using Route Optimization: Step-by-Step
Step 1: Select Multiple Events
In the calendar view, select multiple events for the same resource that you want to optimize. The events must have location data (addresses) attached to them.
Tip: You can select events from multiple days if needed. The optimization will maintain the relative order within each day while reordering events on the same day.
Step 2: Click Optimize Order
After selecting events, click the Optimize order button in the calendar toolbar. This opens the optimization dialog.
Step 3: Review Current Statistics
The dialog shows current route statistics:
- Total driving time: Time spent traveling between locations
- Total distance: Distance traveled in kilometers
- CO2 emissions: Estimated environmental impact
Step 4: Configure Optimization Parameters
Parameter 1: Exclude Transport To/From Base
Choose whether to include or exclude travel to/from the resource's base address when calculating totals.
- Include base: Calculates total cost including travel from base to first location and from last location back to base
- Exclude base: Only calculates travel between event locations (useful if your resource doesn't return to base)
Parameter 2: Optimization Method
Select the algorithm for calculating the optimal route:
Brute Force (Exact)
- Tests every possible combination
- Guarantees the absolute best route
- Best for: 2-10 locations
- Computation time: Increases exponentially with more locations
Nearest Neighbor (Fast)
- Always moves to the closest unvisited location next
- Very fast but not always optimal
- Best for: 10+ locations where speed matters
- Computation time: Nearly instant
Genetic Algorithm (Balanced)
- Uses evolutionary optimization to find near-optimal routes
- Good balance of speed and accuracy
- Best for: 10-50 locations
- Computation time: Moderate (seconds)
Parameter 3: Optimization Goal
Choose what metric to minimize:
- Minimize driving time: Fastest route (considers speed limits, traffic patterns)
- Minimize distance: Shortest route in kilometers
- Minimize CO2 emissions: Most environmentally friendly route
Step 5: Review Optimized Results
After optimization completes, the dialog shows:
- Before metrics: Current route statistics
- After metrics: Optimized route statistics
- Improvement: Percentage saved (time, distance, or CO2)
- Routes evaluated: How many combinations were tested
Example: "Optimized 8 events across 2 days. Evaluated 40,320 possible routes. Reduced driving time by 45 minutes (32%)."
Step 6: Review New Event Schedule
The dialog displays the new proposed event order with:
- Event names and times
- Addresses
- Transit time between each location
- Checkboxes to select which events to include in the reordering
Events are shown in the optimized order. You can deselect specific events if you want to keep them in their original time slot.
Step 7: Adjust Settings If Needed
If the results aren't satisfactory, you can:
- Change the optimization method (try Genetic if Nearest Neighbor didn't work well)
- Change the optimization goal (minimize time vs. distance)
- Toggle the base address inclusion
- Click Recalculate to re-run optimization
Step 8: Select Events to Change
By default, all events are selected for reordering. You can:
- Deselect specific events to keep them at their current time
- Only reorder a subset of events
- Keep critical appointments in their fixed time slots
Step 9: Apply the Optimization
Click Apply optimization to reorder the selected events. The calendar will update immediately with the new event times based on the optimized sequence.
Important
Event durations remain unchanged. Only the start times are adjusted to follow the optimized sequence. Make sure events don't overlap with other bookings or resource availability constraints.
Practical Examples
Example 1: Field Service Technician
Scenario: A technician has 8 repair visits scheduled across a city for Monday.
Original schedule: Events booked in the order customers called, total driving: 120 km, 2.5 hours
After optimization (Brute Force, Minimize Distance): Events reordered geographically, total driving: 65 km, 1.5 hours
Savings: 55 km (46%), 1 hour of driving time, allowing one extra service call that day
Example 2: Healthcare Home Visits
Scenario: A nurse has 12 patient visits scheduled for the week.
Original schedule: Visits scheduled by patient availability, significant backtracking
After optimization (Genetic Algorithm, Minimize Time): Routes clustered by neighborhood, respecting appointment times
Savings: 90 minutes per day, reduced stress from rushing, more time with patients
Example 3: Sales Territory Visits
Scenario: A sales rep has 6 client meetings on Thursday.
Original schedule: Meetings booked by client preference times
After optimization (Nearest Neighbor, Minimize CO2): Visits reordered to minimize environmental impact
Savings: 15 kg CO2 emissions, 25 km less driving, arrived on time to all meetings
Understanding the Algorithms
Brute Force: The "perfect" method that tests every possible order. For 8 locations, it evaluates 40,320 combinations (8 factorial). For 10 locations, it evaluates 3,628,800 combinations. Use this when you have fewer than 10 locations and want the absolute best route.
Nearest Neighbor: A simple heuristic that always goes to the nearest unvisited location. Fast but can get "trapped" in suboptimal patterns. Typically finds a route within 15-25% of optimal. Use when you have many locations and need results instantly.
Genetic Algorithm: Simulates evolution by creating "generations" of route variations, keeping the best ones, and combining them. After hundreds of generations, it converges on a near-optimal solution. Typically finds a route within 3-7% of optimal. Use for medium to large numbers of locations when you want good results without waiting.
When to Use Each Method
- 2-8 locations: Use Brute Force for guaranteed best route
- 9-15 locations: Use Genetic Algorithm for near-optimal balance
- 16+ locations: Use Nearest Neighbor for speed, or Genetic if you can wait a few seconds
- 50+ locations: Only Nearest Neighbor is practical
Quick Setup
For most use cases, this configuration works well:
- Select all events for the day
- Choose Genetic Algorithm
- Select Minimize driving time
- Keep "Include base" enabled (unless your resource doesn't return to base)
- Click Apply optimization
Best Practices
Optimize daily, not weekly: Route optimization works best when optimizing events on the same day. Different days may have different constraints and priorities.
Include location data: Events must have addresses or coordinates. Ensure all events have proper location data before optimizing.
Check for conflicts: After applying optimization, verify that the new times don't conflict with resource availability or business hours.
Communicate changes: If events involve customer appointments, make sure to notify customers of any time changes.
Test different methods: Try multiple algorithms on the same set of events to see which gives better results for your specific use case.
Combine with other tools: Use route optimization alongside gap filling and packing features for maximum calendar efficiency.
Troubleshooting
Optimization button is grayed out: Ensure you've selected multiple events (minimum 2) for the same resource, and that events have location data attached.
No improvement shown: Your events might already be in the optimal order, or the location data might be incorrect. Verify addresses are accurate.
Events overlap after optimization: The optimization doesn't check for conflicts with other bookings. Manually adjust times or deselect conflicting events before applying.
Optimization takes too long: If using Brute Force with many locations (10+), switch to Genetic Algorithm or Nearest Neighbor for faster results.
Results seem wrong: Check that:
- All addresses are correct and geocoded properly
- You've selected the right optimization goal (time vs. distance)
- Base address is configured correctly for the resource
Comparing Pack vs. Optimize Order
Hubhus offers two calendar optimization features that work differently:
Pack Feature:
- Eliminates gaps by moving events earlier in time
- Doesn't change event order
- Use when you want a more compact schedule
Optimize Order:
- Changes event order to minimize driving
- Doesn't necessarily eliminate gaps
- Use when you want efficient routing
Best practice: Use both together - first optimize order for efficient routing, then pack to eliminate gaps.
Related Features
For additional calendar optimization tools, see:
- Using the Pack Feature to Compress Calendar Events - Eliminate gaps between events
- Calendar optimization: Gaps - Optimize your calendar by filling gaps
- Using Route Planners to Schedule Field Visits - Plan routes from campaigns
- How does the calendar system work? - Understanding calendar fundamentals
- Calendar resources and teams - Managing resources and scheduling
Summary
The Optimize order feature is an intelligent routing tool that automatically reorders calendar events to minimize driving time, distance, or CO2 emissions for mobile resources. By analyzing thousands of possible route combinations and applying sophisticated algorithms, it can save significant time and costs for field service operations. The feature provides full transparency with before/after comparisons, allows fine-tuning of optimization parameters, and gives you control over which events to include in the reordering. For organizations with mobile workers visiting multiple locations daily, route optimization can transform scheduling efficiency and dramatically reduce operational costs.
? Common searches
optimize route • reorder events • minimize driving time • route optimization • field service routing
? Also known as
route reordering • event sequencing • travel optimization • routing algorithm • driving optimization
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