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Creating a new Team (Supplier)

You must create a Team before you can create a Job because they are used to identify what team has the ability and availability to complete the work.

Against Teams you can specify the postcode coverage, providing the opportunity to split your workforce into areas to maximise their drive time efficiency. 

The services you use against activities will be assigned to Teams to identify what type of work they are qualified and suitable to carry out. When you create a job it will use the postcode from your site and the services from your activity selection. It will use the service from the first activity you assign to the job.  

You will see Teams on the job and on the scheduler, appointments will be booked against resources within their allocated team. Our nightly optimiser can moved pooled appointments between resources within the team however it will not move appointments from one team to the next so grouping your resources into the correct team will be an important step.

User Type Rights

Teams [ADMIN_TEAMS] Access to the Teams admin menu

Teams [SSM] Access to the Team page

Teams - Edit [EDIT_TEAMS] Controls the option to modify an existing team and the ability to create a new team. 

Team Groups [SSS] Access to the Team Group page to edit/delete and add new groups

 

Creating a new team

1. Select the Cog icon to open the Admin menu.
2. Select Teams under the Teams section. 
3. If you have already created a team it will be displayed in the list view.
4. Use the [create new team] link at the top of the screen to create a new team.

5. Enter the following data in the fields:

Field Name Mandatory Notes
Registered Name Y Registered name of team
Trade Name N Trade name if different to registered name
Type Y Select either direct or sub-contract
Group Y Select either direct, sub-contract or other Select direct, sub-contract or other. If you would like to create a new type you will need to go to the team group page.
Address N Address for correspondence
Phone N Phone number
Fax N Fax number
Email N Email address
VAT number N Can be used on Invoice
Active Y Whether team is currently in use
Calendar Y Select the default hours of work for the team from the calendar list. This will affect the hours available on the scheduler for appointments to be scheduled.
Contract Start Y Date team is active from
Contract End Y Date team will be in use until
CIS type Y Construction Industry Scheme registration type – based select from list (none, 5 or 6)
CIS expiry N Construction Industry Scheme registration expiry date
Summary N For information of what team is responsible for
Invoice Address N Address for invoices if required
Invoice Contact N Name for invoice correspondence
Invoice Phone N Phone number for invoice correspondence
Single activity/ Cost approval level Y

Our default value is normally 99999.99. This field will affect the status of the job cost entries. It will compare the current job cost total and the new cost total to see if the value is higher or lower than the value in this field. If it is higher the cost will have a pending status, if it is lower the cost will be approved. 

View jobs on PDA Y This determines whether the team is working in job mode or appointments. If set to true then appointments aren’t required to be made for resources to see jobs on the mobile. The work that a resource carries out on these jobs will not complete the job, as with an appointment, but will simply allow time to be allocated to jobs. This is useful for void and planned work teams.
Non-Emergency covers all postcodes   If the team covers all postcodes set against your sites for normal coverage then select this box. If they only cover a selection of postcodes then this box should be left unchecked and the following box completed. The emergency flag is set against the priority.
Non-Emergency cover only postcodes   This field should contain the list of primary non-emergency post code areas that this supplier covers. If the covers all field is ticked then this field is ignored. Only the FULL first part of the post code should be used (District Code + Area) separated by commas e.g. SW1, SW9, SW16, N1, N23, RH6, RH10, S1 etc.
Secondary non-emergency cover all postcodes   If the team covers all postcodes for all sites for secondary coverage then select this box. If they only cover a selection of postcodes then this box should be left unchecked and the following box completed.
Secondary non-emergency cover only postcodes   This field should contain the list of secondary non-emergency post code areas that this supplier covers. If the secondary covers all field is ticked then this field is ignored. Only the FULL first part of the post code should be used (District Code + Area) separated by commas e.g. SW1, SW9, SW16, N1, N23, RH6, RH10, S1 etc.
Emergency covers all postcodes   If the team covers all postcodes for all sites for normal emergency coverage then select this box. If they only cover a selection of postcodes then this box should be left unchecked and the following box completed. The emergency flag is set against the priority.
Emergency cover only postcodes   This field should contain the list of primary emergency post code areas that this supplier covers. If the covers all field is ticked then this field is ignored. Only the FULL first part of the post code should be used (District Code + Area) separated by commas e.g. SW1, SW9, SW16, N1, N23, RH6, RH10, S1 etc.
Secondary emergency cover all postcodes   If the team covers all postcodes for all sites for secondary emergency coverage then select this box. If they only cover a selection of postcodes then this box should be left unchecked and the following box completed.
Secondary emergency cover only postcodes   This field should contain the list of secondary emergency post code areas that this supplier covers. If the secondary covers all field is ticked then this field is ignored. Only the FULL first part of the post code should be used (District Code + Area) separated by commas e.g. SW1, SW9, SW16, N1, N23, RH6, RH10, S1 etc.

 

6. Once done, select the [save] option in the top right hand corner of the supplier details tab.

 

Related Documents

Once you have created your Team you will need to review the following links.

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