In the planning tab of your project you plan your crew members and vehicles on crew and transport functions. The planning tab provides you an overview of which functions need to be planned, which crew members are available and who is already planned on a function. From the planning tab you can invite crew members for functions and directly send them the planning.
In the project crew planner you have an overview of all crew and transport functions, which are planned on the project. You plan functions on a project in the 'Crew and transport' tab. A function is only displayed in the crew planner when times are connected to the function. All functions with connected times are then displayed in chronological order.
The two numbers that are displayed at the beginning of each function line provide an indication of how many crew members you have planned on the function and how many crew members you actually need for the function. In the previous example one crew member is planned on the function, but in total three crew members are needed for the function.
Crew members and vehicle
On the left side of the crew planner you have an overview of all your entered crew members and vehicles. These crew members and vehicles are available to be planned on functions. You can switch between your crew members and vehicles by using the tabs at the top of the list.
Choosing function groups
By default you see all crew and transport functions that are planned on your project. In the 'Crew and transport' tab of your project you have the possibility to group functions by function groups. In the crew planner you are then able to filter on these function groups, so you will only see the functions that belong to the selected function group. You select function groups via the drop-down menu where 'All function groups' is selected by default.
Displayed crew and transport functions
Crew and transport functions are displayed together in the crew planner and can be separated by the two different icons representing crew and transport. To either plan crew members or vehicles you switch between the tabs for crew members and vehicles in the left panel. When you have selected the crew members tab you do not see planned vehicles.
Functions without linked times
Function where no times are linked to in the 'Crew and transport' tab will not be displayed in the crew planner. To be able so see a function in the crew planner you first need to link times to the function. Functions without times can be planned in the more comprehensive 'Crew planner' module.
Plan crew members and vehicles on functions
- Click on the function that you want to plan a crew member or vehicle on.
- Double click on a crew member you want to plan on a function.
- Now the crew member is planned on the function and the function will be displayed in green.
Follow the steps below to plan multiple crew members or vehicles on a function.
- Click on the function you want to plan crew members or vehicles on.
- Select all crew members or vehicles you want to plan on the function by checking their checkboxes.
- Click on to plan the selected crew members or vehicles on the function.Planning crew members by invitation
You can also plan crew members on a function by using invitations. You can invite crew members for the invisible or visible planning. Further down in this article we explain you how you can do this.
See if you have planned enough crew members or vehicles
The two numbers that are displayed at the beginning of each function line show you the extend to which a function has been planned. When the function is planned completely the numbers will turn green. The numbers turn red when a function is planned incompletely. When a function has been planned completely but when the crew members are planned invisible the numbers will turn orange.
Visible and invisible planning
You can make crew- and transport functions visible or invisible to a crew member. This is useful when you are still editing the planning, and don't want your crew member(s) to see it yet.
When a function is visible, crew members will receive a notification of functions they are planned on, and the function will show in their personal calendar.
When a function is invisible, crew members will not receive notifications of functions, and the function will not be shown in their calendar.
Availability of crew members
When planning crew members it is important to have insights into who is available and who is not. As soon as you have selected a function different colors indicate, who is available for the function and who is not. For more comprehensive information about the availability and the planning of a crew member you can use the crew member timeline.
Select a function to see which crew members are available. The availability is shown in the crew column on the left and is indicated with the help of different colors. Crew members can be displayed in the following colors:
No color: Availability unknown
Green: Available: Crew member can be planned on the function.
Red: Not available: Crew member cannot be planned on the function.
Yellow: Invited: Crew member was invited for function or availability was requested - Has not replied yet.
Dark green: Reserved: Crew member is reserved for a certain time period (note; making reservations for crew members is only possible in the more comprehensive crew planner module).
Available or not?
Deciding whether a crew member is available or not, is based on a couple of factors within Rentman. Below we have clarified the different situations.
- Crew member is already planned on a function with the same or overlapping time periods.
- Crew member has an appointment - Appointment details that he can't work on other functions.
- Crew member has indicated in the schedule that he/she is not available.
- Crew member has replied 'not available' to an invitation.
- Crew member has indicated he/she is available the schedule.
- Crew member has answered 'available' to an invitation.
- Crew member is reserved for a certain time period (only possible in more comprehensive crew planner).
What happens to the availability when a crew member is partially available/not available?
- When a crew member is partially not available during the time period of the function he will not be available.
- When a crew member is partially available during the function period and for the rest of the period his/her availability is unknown he/she will be available.
The availability timeline provides you with a more complete overview of the availability, planning, appointments and reservations of one or multiple crew members. You can open and close the timeline by clicking on the icon.
In the crew member column to the the left you can select one or more crew members to display their availability and planning in the timeline. You can also select a function or crew members planned on a function to show in the timeline.
- In red and green it is indicated in which time period the crew member is available or not.
- A crew member's scheduled function is shown in blue (visible) or light blue (invisible).
When you hover your mouse over the planning you see the details of the planning. The vertical red line indicates the current moment in time.
Example: A crew member is not available for 5 minutes and therefore appears in red in the left panel containing all crew members. When you open the timeline you see he is only not available for 5 minutes, which is not an issue for the function you want to plan him on. With this knowledge you can plan the crew member on the function.
The lock icon next to Resources, on top of the left list is inactive (open) by default. When you activate the lock (closed), you lock your current selection of crew members and vehicles. When you have activated the lock, selecting other crew member and/or functions does not have any influence on your overview of the availability timeline.
Adjust time period
You can adjust the selected time period of the availability timeline by clicking on the Period button. You then fill in the new time period you want to see in the timeline. You can also quickly zoom in and out by to adjust the time period of the timeline. You do this by using the buttons.
Inviting crew members
In the crew planner you have the possibility to invite crew members. You can invite crew members in three ways. You can invite them to indicate their availability for a function, you can invite them for the invisible planning or you can invite them for the visible planning.
Communicating the planning
In the crew planner you have the possibility to communicate the planning to crew members. The crew members planned on a function will receive a personal email with the specifications of the functions they are planned on.
Configure salary rates
Create a new rate
- Go to the Crew members module.
- When adding or editing a crew member, go to the Rates tab.
- Choose + Add.
- Fill in the name, hourly rate and daily rate.
- Fill in the maximum number of hours. When a crew member goes over this number of hours, the hourly rate is charged.
In the Data tab, under Default rate, you can choose which of the rates should be set as default.
Apply a different rate
You can apply a different rate than the Default rate when you plan the crew member on a function.
- In the Planning tab of your project, double-click on your crew member.
- Next to Crew member rate, select the rate to apply.