This guide has been created for system administrators.
Specific role permissions may be required, including: Group Setup.
Overview
Minimum staffing levels can be applied to specific groups in your edays system to ensure you always have a minimum amount of people at work on specific dates. For example, you might want to ensure at least 1 person, or 50% of a team is always available.
The group function in edays allows users to be grouped based on your organisational requirements e.g. by location, department or team name. Each group is assigned to a group type e.g. 'Team A' and 'Team B' are groups assigned to the 'Teams' group type. Groups can be used to apply a minimum staffing level that will automatically reject absence requests beyond a pre-defined limit.
This guide provides the steps required to setup minimum staffing levels in groups.
Example Scenario: I want to automatically reject any absence requests where 50% of a specific team are already on leave.
Access the group you wish to affect.
Step by step guide:
- Navigate to Admin tools > Admin panel > Global > Group setup.
- Click the List button to the right of the Group Type you wish to affect.
- Click the Edit button to the right of the Group you wish to apply minimum staffing levels to.
There are two options for applying minimum staffing levels and an additional option to apply a pooled absence limit to a set date period (e.g. a maximum of 5 days of absence is allowed between date A and date B across the entire group).
Apply a minimum staffing level - Seasonal.
Step by step guide:
- Select the 'Seasonal' option.
- Set the criteria to either an amount of users or a percentage of users.
- Set the maximum percentage or number of users that may be absent at one time. For example, 50%.
- Tick the checkbox if you would like to apply a seasonal variation.
- If applying a seasonal variation, enter the start date, end date, and maximum percentage or number of users.
- Click the Save button at the foot of the page.
Apply a minimum staffing level - Variable.
Step by step guide:
- Select the 'Variable' option.
- Set a start date, end date, and maximum percentage or number of users that may be absent at one time.
- Click the Add button.
- Set any further periods using the same process as above.
- Click the Save button at the foot of the page.
Pooled absence limits.
Step by step guide:
- Tick the 'Use Pooled Absences' checkbox.
- Set a start date, end date, and a maximum number of staff absences for the time period.
- Click the Add button.
- Set any further periods using the same process as above.
- Click the Save button at the foot of the page.
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