The Employee overview – Calendar provides an overview of all employees who are in work this month.
In the list of employees, you can see the name, employee no., preview the candidate card and call the employee. If you select one or more employees, you will be able to send an SMS or an email or request a project shift. In addition, you have a tab, and if you expand this, you will get a picture of the employee, title, description (obtained from the candidate card) and notes from the candidate card. This allows a quick overview of information about the candidate without leaving the employee overview.
Note
To get the most out of the employee overview, it is recommended that you use the Staffing calendar completely, as much of the information obtained from this overview is linked to the project shifts and their creation.
The different icons and colors in the Employee overview – Calendar are described here:
- No active job.
- The employee is set as available for work.
- The employee is set as unavailable for work.
- The employee is set to have a vacation.
- Active job.
- The employee is set as available for work where a job is active.
- The employee is set as unavailable for work where a job is active.
- The employee is set to have a vacation where a job is active.
- Assigned to a project shift.
- Assigned to a project shift and also set as available for work.
- Assigned to a project shift and also set as unavailable for work.
- Logged work.
- Comment.
- Logged absence.
Note
The symbols for Logged work, Comment and Logged absence can all appear in the same box.
Hold the mouse pointer over a specific day. You will get information about whether there is logged work, whether the employee has project shifts in his Work calendar and what active jobs he/she is affiliated with. Click on the day to get a more complete overview of the day.
Filtering and search in Employee overview – Calendar
It is important to familiarise yourself with the various filtering possibilities you have in this overview. With good routines here, you can quickly and easily extract desired information. The filters found in the employee overview are:
| Online hour registration | Allows you to filter which employees register their hours online or not. |
| Logged work | Whether the employee has been working for the period you define or not. We will go through this in-depth under the heading Sending a reminder on hour registration. |
| In work | Allows you to filter out the employees for which you are responsible. We will go through this in-depth under the heading Sending a reminder on hour registration. |
| Available period | See which employees are not in work on a date/period. We will go through this in-depth under the heading Finding available employees. |
| Available date | Allows you to see which employees have been available on a specific date. |
| Unavailable date | Allows you to see which employees registered as unavailable on a specific date. |
| Candidate attributes | Allows you to filter employees for consideration of Candidate attributes. Read more about Candidate attributes here. |
Further, we explain more in-depth some search filters that are especially useful for staffing assignments:
Finding available employees
For example, if you want to see all employees available to work for a specific date or period, you can use the filter Available period. Here you have the option to define the period by date and time of day.
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In the example on the left, we search for employees available in the specified period. Then the list will show all employees available in this period. The search excludes those who already have a project shift within the defined period. You also have the option to unselect Can work. Then the system will list the ones that are available and that have been registered as available in their Work calendar. |
Sending a reminder on hour registration
Another search filter that is very useful for those who use the Staffing calendar is Logged work. Then you can filter employees who have / have not logged work for a certain period.
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First, we want to filter out employees who have not yet logged work in the specified period. You can also filter out those who have not logged work on project shifts. When you find the ones you want, you can send an SMS or an email to employees with a reminder that they have to log work.
The In work filter is used to find employees for whom a particular co-worker is responsible (whether the co-worker is responsible on the project or the job). I would like to see the employees I am a responsible co-worker on the job, so I can send a reminder for remembering to log their work. When following up on the submission of the hour list and whether employees have logged work for a period, it’s smart to combine these two filters. |
As mentioned, you will get familiar with the filtering capabilities in this overview, so you will save a lot of time when it comes to finding employees who are vacant for work, that have not yet logged work (so that you can remind them) if there is a registered absence in the period etc.