Scheduling Event edit - Trades tab

The Trades tab is divided into two sections:

• Planned event information — This section only appears after the event has been published. It displays the planned information at the time the event was published. This information cannot be changed after the event has been published. It serves as a permanent indication of the resources allocated during the event planning phase. This information can be used to draw comparisons between the planned event resources and the actual event resource usage.

• Scheduled event information — Displays the actual trade information that is used for scheduling and daily allocation. This section enables you to specify the trades and staff members that will be available for the duration of the event. Changes made to trades and capacities after the event has been published will not be reflected in the Planned event information section (top).

Add Trades for Event Planning

You need to add trades to an event and specify their capacities in order to allocate work orders during the event planning phase. Doing this enables you to plan how work orders will be allocated to the available trades, without assigning them to specific staff members.

Note!

• You do not need to specify staff members during the event planning phase. Staff member allocation is only required for Daily Allocation.

To add a trade to an event, perform the following steps in the Scheduled event information (bottom) section of the Trades tab:

1. Click the Insert Trades () button to open the Trade Lookup window.

2. Select the required trade in the Trade Lookup window and click the OK button.

3. Type the available capacity in the Capacity column.
   Note! Capacity is specified in hours.

4. Click the Save Changes () button.

Note!

• Capacity is specified in hours.
• You can add a trade with 0 capacity. However, it is recommended that you specify a capacity greater than 0 if you plan to schedule work for the trade.
• The event must have at least one trade with a capacity greater than 0.
• Trades can be added to an event without specifying staff members. However, the trades must have staff members in order for them to be displayed in the Daily Allocation window.

Assigning Staff Members — Only required for Daily Allocation

You need to assign staff members to the event and specify their capacities if you make use of the Daily Allocation functionality. This step is typically performed after the event planning phase, and it enables you to allocate the specific staff members to the trades that have been planned for the event.

Note!

• Changes made after the event has been published will not be reflected in the planned event information section (top).

Staff members can be assigned to a scheduling event in two ways:

Replacing trades with staff members

You can replace a trade with staff members if you added trades in the event planning phase described above.

To replace a trade with staff members, you need to do the following:

1. Select the trade that you want to replace in the event, and then click the Allocate Staff Members () button on the toolbar to open the Staff Member lookup.
   
   

2. Select the required staff members in the lookup list and click OK.

Note!

• The selected trade will be removed from the scheduling event, and its capacity will be split equally between the selected staff members. For example, if the selected trade has a capacity of 60 hours, and it is replaced with 3 staff members, each staff member will automatically be allocated 20 hours capacity.
• The 'Calendar Capacity' column shows the staff members' available hours for the duration of the event, based on their staff calendars.

Adding staff members and their trades to an event

You can add staff members and their trades to an event using this method if you have not followed the event planning phase. Adding staff members using this method will create a new trade and staff member record in the list. It does not replace any existing records in the trade list.

To add a staff member to a trade, you need to do the following:

1. Click the Insert Staff Member ()  button to open the Staff Member Lookup window.
   
   

2. Select the required staff members in the list and click the OK button.

3. Specify the staff member's capacity for the event by doing one of the following:

   1. Type the staff member's available capacity in the Capacity column.
      Note! Capacity is specified in hours. The 'Calendar Capacity' column shows the staff member's available hours for the duration of the event, based on their staff calendar.
      
      
      
      OR

   2. Click the Allocate Available Calendar Capacity to Event () button to allocate all of the selected staff member's available calendar capacity to the event.
      Note! The staff member's available capacity is displayed in the Calendar Capacity column.
      
      

4. Click the Save Changes () button.

Note!

• You can add a staff member with 0 capacity. However, it is recommended that you specify a capacity greater than 0 if you plan to schedule work for the staff member.
• Each trade must have an assigned staff member in order for it to be displayed in the Daily Allocation screen.
• A work order will not be listed in the Daily Allocation screen if it has been assigned to a staff member who has not been added to a trade for an event.

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