IMPORTANT: New versions of the Staff and Group Planners are out now, both with additional functionality To start using and configure the new Staff and Group Planners, please read Understanding The Group Planner and Understanding the Staff Planner. For existing users of the Staff Planner, Transitioning over from the existing Staff Planner to the Group Planner.The Staff and Group Planners can be set up to display the following:
- Color Coding to easily identify when Staff/Sitters have reached, or are over capacity.
- Check-in and Check-out directly from the Planner
- Direct access to Client accounts from the Planner
- Vaccination flags
The Group Planner can also display the following:
- Company Level Capacity for Service Item Groups
- Staff Level Capacity for Service Item Group
TABLE OF CONTENTS
You can use the Planner in a number of different ways to help you quickly schedule, view staff availability and facility capacity. The Planner can track just one service or a few services at a time, depending on the configuration. Setting up the planner for each use is slightly different and you'll want to understand a Resource Cost before starting set-up.
More About the Staff Planner
The Staff Planner enables businesses that offer services such as boarding, overnights and daycare to manage their capacity and workload, however services such as dog walking or visits can also be included in the daily capacity counts. The Staff Planner displays capacity and current scheduled services by Staff/Sitter, easily identifying which Sitters provide services and locating which are are available to accept a service.
How To Use the Staff Planner?
Navigation: Scheduler > Schedule > Admin Schedules > Staff Planner
Step 1 - Setting Up
- To set up the Planner, decide which services to display on the Planner.
- You can choose to display both Overnights and Boarding services on the Planner if either different staff perform those services or if staff can only do either an Overnight or a Boarding service.
- Next add only the staff that provide the services selected above to the Planner by setting the "Capacity" for the staff member to the number of services that staff can provide (typically one). This number displays in the Planner in the "CAP" column. If a Staff member does not provide these services, set that staff Capacity to 0 so that staff does not show on the Planner.
- To use the Planner for Daycare, add a Staff called "Daycare" then schedule visits to "Daycare." Set Capacity for Staff "Daycare" to the number of dogs you can book to Daycare each day.
- To set up social groups in a Daycare setting, create a staff record for each group and assign a specific name to the "Schedule Ref" such as "Small Dogs," "Medium Dogs" and "Large Dogs", then schedule visits to each group. Set capacity for each staff group to the maximum number of dogs you can book to each one each day.
- Now set the "Resource Cost" for the service item(s). Typically the number is set per pet: "1" for 1 dog, "2" for 2 dogs, etc. The number you set displays in the Planner, beside the staff the service is scheduled to for that day. A Service Item with a Resource cost of "0" will not display on the Planner.
Tip: The Planner displays the current month. Change months using the forward and back arrows.
Note: CAP "Capacity" is only an indication and does not prevent additional bookings from being processed when a sitter is over capacity.
Step 2 - Staff Time Off
If a staff member is on vacation during the month, this is indicated by a red dot on the dates they have time off.
Step 3 - Scheduled Service Counts
Planner quantity indicators:
- A number indicates a service scheduled to a sitter on the day listed.
- Blank space indicates the staff member is does not have any services scheduled.
- Clicking on a displayed number, shows the service details as shown below:
Info: Further reading:
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