04 Allocation Sheets (Supervisor & Approver View)
Allocation Sheets
- Below is a breakdown of the actions that can be completed within the supervisor and approver view. Note that some user accounts can toggle between these views using the arrows in the top right of the page if they have been set up to do so.
[Supervisor View]
- The landing page in this view will show the current day at the top center (toggle the arrows on either side of this date to see previous and upcoming days). A list of available operatives for the day will show on the right of the page as well as the 'activities to the left. These are the three main parts of the supervisor's view.
- Operatives can be selected and marked as absent by clicking the operative and choosing the yellow 'mark as absent’ button. The following panel will prompt for the reason (as a dropdown selector) for absence as well as the duration plus any additional comments to be noted. If an operative is unavailable for the remainder of the week select the 'apply to entire week?' checkbox. This will prevent them from showing as available for other days in the week. For example, If the supervisor is aware that an operative will be unavailable for the rest of the week due to illness this option would be useful and would save them time.
- The duration can be customized using the + and – to increase and decrease the hours of absence by half-hour increments as needed.
- Select Save to apply the absence to the selected operative
- Operatives can be searched for by name individually using the search bar to the right of the page under the ‘operatives’ heading.
- If the star next to the operative’s name is selected, they will be added as a favourite. Use the 'favourites' filter to only view starred operatives and at any point, the 'clear favs' button will deselect the star for all favourited operatives on that day.
- The favourites feature could be particularly useful if there are many operatives showing day and rather than searching them all individually choose the checkbox for favorites to view them all at once.
- The suggested checkbox will automatically provide suggested operatives once the checkbox is selected.
- Under the ‘Activities’ heading, there is a search feature to look for a particular activity. The show all button next to the search bar will open the view to show all activities for the date selected.
- On the left of the page select 'Add Activity +' to open the activity details. Enter the details of the activity and select users for the activity from the right by clicking or tapping the operative’s name.
- For each activity made a dropdown for the cost code (levels 8 and 9) will be provided alongside a dropdown to select the applicable supervisor for this activity. Below the supervisor make the selection for the type of shift this is. For example, in the screenshotted example a dayshift was selected.
- Use the + and – below the duration to edit the duration of the activity overall
- Once all relevant operatives have been selected for the activity their names will come under the ‘Assigned Operatives’ heading.
- If an operative is not completing the whole duration of the activity a change can be made to an individual operative’s hours by selecting the hours in the blue circle next to their name. Edit the individual’s hours as needed and this will change the time shown in the blue box.
- Select the
- If the activity is recurring, select the checkbox for this at the borrow then the start and end dates. Monday -Friday are selected automatically however these can be unticked to be adjusted.
- For example, if a supervisor is aware that the same activity will recur Monday, Tuesday and Wednesday they will check those days and select save.
- Select save and the activity will appear in the list for the chosen day and any other days selected if the recurring activity option has been used.
- Finally, if any activities need to be removed select the activity and then the trashcan button on the bottom right of the activity.
- Note that next to the trashcan any created activities can be edited if changes and amendments are needed.
- Once all activities have been entered and edited Select 'submit day' to complete the day in the supervisor view.
[Approver view]
The approver view shows the project at the top left and weekly summaries in the middle. Use the month toggle button on the top right to navigate to different times. Once the month and year selections are made the weeks will be shown in the center by the date of the week commencing.
- Select a week to open the summary. If approval for any overtime is needed the option to approve this will show under the status area. This would present a box for comments and the option to approve the overtime.
- Approval history is shown to the right of the summary for the week.
- An absence pane can be opened by selecting any operative’s row. Choose to select a specific day or the entire week. Add any additional comments then select save to apply absence in this view.
- Below the week summary, the option to add comments in the 'add your approval' area will be available.
- Select the approve button below the comments box to approve the week.