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Creating Teams

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A team will be required before you can create a Job due to the job creation process requiring a team to cover the postcode of the site and the 

Part of the team configuration requires you to specify the geography coverage, this will determine what jobs the team will be available for depending on the site's location. By entering the geography working area it will provide the opportunity to split your workforce into areas to maximise their drive time efficiency. 

The services you allocated against activities will be assigned to your 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. 

- As you can have multiple activities against a job with different services it will use the service from the first activity to be assigned to the job

You will see Teams on the job details page and through the scheduler, appointments will be booked against resources within their allocated team. If you are running our nightly optimiser it will reschedule pooled appointments between resources within the same team however it will not move appointments between teams so it is important to group your resources correctly.

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

 

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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 plus (+) icon to create a new team

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Team Details

Registered Name: The name of your team, this will be used throughout the application to display team references

Trade Name: Option to record a secondary team name if it's different to the Registered Name

Type: Select Direct or Subcontractor. This can determine what workflow a job will follow depending on your work type configuration. 

Group: You can group your teams together using this field, new groups can be created using the Team Group page from the Admin menu

Contract Start: The date your team will be available to be assigned to a job. The start date will need to be set to the current date or a date in the past for the team to be assigned to new jobs or available within the Modify Team/Service list. 

Contract End: The date your team will no longer be available for jobs. The end date will need to be in the future for the team to be assigned to new jobs today or available within the Modify Team/Service list. 

Phone / Mobile / Fax / Email: Contact methods if a user needs to get in touch with the team

Address: Enter the address details if your team has an office address where correspondence needs to be sent. 

 

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Settings

Calendar: Selecting a calendar will determine the default working hours for the resources within this team unless you assign a calendar on the resource configuration page. Calendars configuration can determine the hourly labour rates applied to resources within this team. See the help guide around creating calendars for more information.

Vendor: If you are using the activity purchase order functionality which allows you to create a purchase order using job activities you will need to select a vendor. The vendor will be used on the purchase order created after you select a job activity and click on the Create PO option. 

Keep Team Activities: By enabling this setting, Teams will remain assigned to job activities after an additional appointment request has been submitted. This is beneficial if you are taking advantage of the User-Team filtering functionality to allow subcontractors to log into the system and complete work on your behalf. This setting will allow your users to continue to have visibility of the job activities they are required to action after an additional appointment event has occurred. 

 

Costing Method: The costs assigned to a job will depend on how the team has been configured.

Use Activity: Job costs will be based on the cost of the activity. An activity cost offset can also be applied via the team services page which will vary the actual cost value assigned to a job. 

Use Labour: Job costs will be based on the working time records that the resource logs against a Job. Resource time is recorded when a resource uses selects to track time on the mobile application eg working, travel, collecting materials. Time records can also be entered manually through the resources tab on the desktop application.

Use Both: If the costing method is set to both, then the job cost record will use the activity cost and labour costs. 

 

Cost Approval Level:  The value you enter in this field will determine if your job activity cost rows will be assigned to a job with a pending or approved status. Once the activity costs reach the value you have set, it will trigger new job activities to be assigned with a pending status. 

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Invoicing 

Invoice Contact: Name for the contact the invoices will be addressed to

Contract Number: Enter a contact number which can be used to communicate with the teams invoice contact

CIS: Use this field to record registration type of the team, if they are part of the Construction Industry Scheme.

CIS Expiry: If you are using the CIS field you can enter the expiry date

Invoice Address: Enter the details for your teams invoicing department

 

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Working Area

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The working area section against your team will need to be completed before a job can be created. The working area will need to use the Cover-All Postcodes, individual postcodes to be entered or assign Working Areas. The details within this section will be used once a site has been selected during the create job process. If the sites postcode matches a value within the working area, postcode coverage or the cover all postcodes has been activated the team will be available for the job. 

The secondary working area will not be used during the create job process but it will be used on the 'Modify Team/Service' option once a job has been created. 

The Emergency working area fields will be referenced if your job has an emergency priority assigned.  To check your priority settings you will need to open the Admin menu, click on the Priorities page, open your priority and check if the setting for 'Cover Emergency postcodes' has been enabled.

 

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Primary Working Area

Cover All Postcodes: Enable this setting if your team will cover al Postcode/Area/Districts

Postcode Coverage: Define the primary postcodes this resource will cover. Multiple postcode districts, areas and full postcodes can be entered by separating values with commas e.g. EX, SW1, SW1A 0AA etc. Teams will be available to be assigned to a job if the work site postcode matches a value within this list. 

Working Area: When creating a job, we will consider values from the postcodes coverage field, as well as areas and districts from the working areas to assign the job team. 

 

Secondary Working Area

Cover All Postcodes: Enable this setting if your team will cover al Postcode/Area/Districts

Postcode Coverage: Define the secondary postcodes this resource will cover. Multiple postcode districts, areas and full postcodes can be entered by separating values with commas e.g. EX, SW1, SW1A 0AA etc. Teams will be available to be assigned to a job if the work site postcode matches a value within this list.

Working Area: When creating a job, we will consider values from the postcodes coverage field, as well as areas and districts from the working areas to assign the job team. 

 

Primary Emergency Working Area

Cover All Postcodes:Enable this setting if your team will cover al Postcode/Area/Districts

Postcode Coverage: Define the additional postcodes this resource will cover when a job has an emergency priority. Multiple postcode districts, areas and full postcodes can be entered by separating values with commas e.g. EX, SW1, SW1A 0AA. Teams will be available to be assigned to a job if the work site postcode matches a value within this list if the job priority has the 'Cover Emergency Postcodes' setting enabled.

Working Area: When creating a job, we will consider values from the postcodes coverage field, as well as areas and districts from the working areas to assign the job team. 

 

Secondary  Working Area

Cover All Postcodes:Enable this setting if your team will cover al Postcode/Area/Districts

Postcode Coverage: Define the additional postcodes this resource will cover when a job has an emergency priority. Multiple postcode districts, areas and full postcodes can be entered by separating values with commas e.g. EX, SW1, SW1A 0AA. Teams will be available to be assigned to a job if the work site postcode matches a value within this list if the job priority has the 'Cover Emergency Postcodes' setting enabled.

Working Area: When creating a job, we will consider values from the postcodes coverage field, as well as areas and districts from the working areas to assign the job team. 

 

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