Planning Staff for an Event^M

Staff planning for a specific event is based on the staff role booked for that event. The staff roles are assigned to specific staff members along with the shift.

• Convert the staff role into a staff member in the segment

  Role items can be replaced by individual staff members directly in the segment. However, a suitable shift must always be booked for the staff member; this does not happen automatically.

  1. Open the staff segment, click in the staff role and then in the toolbar on  Assign staff member.
  2. A shift planner window with two lists of staff members will open. The top window lists all staff members who can fulfil this role. In the bottom window, the staff members from the upper list who already have a shift at the same time are listed with their respective roles and times.
     a) The "Open" column shows the percentage (%) of a staff member's capacity that is still available. If the column is empty, no shift has yet been entered for the staff member as yet.
     b) The "Capacity" column shows how much capacity is already booked. Staff have a maximum capacity of 100%.
     c) In the "Book" column, enter the percentage of the staff member's work time you wish to allocate.
  3. If staff members have already been flagged as "On duty", select this shift by ticking the "OK" column and confirm by clicking on OK.
  4. If a staff member has not yet been assigned a shift, create the shift directly on being prompted and then assign the staff member.
  5. To create the same shift for several staff members directly applying the event segment times, activate the "Save decision" option at the first enquiry and select "Auto-create shift". The decision can be set per user or (with the appropriate authorisation) for the company.
     To revert that decision, restore the default setting on the  Options tab > Hidden messages .
  6. If you do not want to create the shift at this time, book the staff member without a shift and assign the shift to the event later (Assign an existing shift to an event in the shift planner)
• Convert the staff role into a staff member in the shift planner

  Alternatively, open the assignment window in the shift planner.

  1. Save and close the event.
  2. Open the day you want in the  Shift Planner and select the items you want to see under Groups, Roles and Staff members.
  3. Select Event segments: Assigned staff as the data source to view all staff segments and assign staff or suppliers directly.
  4. Right-click a role and   Assign staff member to open an  In-house staff planning segment and the assignment window of the  Shift planner (Convert the staff role into a staff member in the segment).
  5. Select a staff member and create a shift directly when prompted if no shift exists as yet. The times are already pre-assigned.
  6. Right-click  Open slots to open as many jobs as people have been booked with this staff role.
  7. If you purchase staffnel from a service provider, right-click and go to   Assign supplier, then select the supplier from the available "Supplier items". The staff item is transferred to purchasing.
• Assign an existing shift to an event in the shift planner

  Assign existing shifts to the staff roles booked for events in the timeline view of the shift planner.

  1. Go to   Staff member >   Shift planner and select the   Timeline view.
  2. Select the data sources Shift overview and Event segments: Assigned staff. All booked shifts and open staff roles will be listed.
  3. Left-click   Events in the bottom left-hand corner to open a list of events for the given period.
  4. Filter by left-clicking on an event to show only either unassigned shifts or the shifts assigned to a specific event.
  5. Right-click on a staff role and select  Open slots to open as many jobs as people with this staff role are to be booked.
  6. Hold down the left mouse button and drag the shift of the staff member you want to the booked staff role.