Crews

Crews define a group of users who perform a similar job function (for example, Janitors, HVAC Engineers, or Lab Technicians). Work requests and schedules can be assigned to crews, allowing work to be balanced among multiple people with similar skill sets and relieving the property owner of the burden of deciding who should work on a request. When a user assigns work to a crew, it is assigned to the crew leader by default. The user can accept this assignment or select another member of the crew to perform the work.

Work requests and schedules can only be assigned to a crew whose leader has security rights to both the property where the work will be done and the activity group containing the request type and subType. In addition, if the user wants to assign the work to a specific member of the crew (instead of the crew leader) that user must also have security rights to both the property where the work will be done and the activity group containing the work type and subType.

To define a crew, you create the crew, add members, select the crew leader, and define the labor rates for the members of the crew. A user can belong to more than one crew, but one crew has to be designated as his default crew on the Crew/Employee Relationship page.

To open the Crews page:

  1. Open the Administration Menu page.

  2. Under the LOGBOOK ADMIN heading, click Crews.

ClosedAdd a Crew

To add a crew:

  1. In the Add Crew field, enter a name for the crew.

  2. Click ADD.

    A dialog box opens asking you to confirm your choice.

  3. Click OK.

    The page refreshes and the new crew appears.

  4. In the Rename field, enter a new name if you want to rename the crew.

  5. In the Status field, select either Active or Inactive.

    Inactive crews remain in the system, but are not displayed to users.

  6. Click the Company Select link if you want to associate the crew with a particular company.

  7. In the Department field, select a value if you want to associate this crew with a particular department.

    If your system has many departments defined, this field may display with a Select link instead of a drop-down menu.

  8. In the External Crew ID field, enter any crew ID needed by a third-party system.

  9. Define the Hourly Rates for members of this crew.

    These values define the default labor rates for members of this crew and are used on the Work Order Financial page when specifying labor costs. You can specify a Regular, Overtime, and Double Overtime rates.

  10. In the Crew Hours/Day field, enter a value indicating the number of hours per day this crew is normally available.

    This value is for informational purposes only and is not enforced.

  11. Click UPDATE.

ClosedDefine Crew Membership

Crew membership defines which users are members of a crew and who is the crew leader. All crews must have a single crew leader. Work requests that are assigned to a crew (and not to a specific member of the crew) are assigned, by default, to the crew leader. The crew leader can then reassign the request to any other member of the crew.

Once a user has been assigned to a crew, his hourly labor rates can no longer be defined on the Edit User page. The crew rates will be used unless his labor rates are modified on the Crew/Employee Relationship page.

To define crew membership:

  1. In the Crew field, select the crew you want to work with.

    Current members of the crew are displayed in the yellow pane. Inactive users who are crew members are marked with an asterisk.

  2. Add members to the crew.

    1. Click the Select Member link.

      A dialog box opens allowing you to locate and select a user to add to the crew.

      You can only add full users to a crew; guest users cannot be crew members.

    2. Enter search criteria and click FIND.

    3. Click the name of the user you want to add to the crew.

      The user is added to the Members list.

    4. Repeat these steps for each member you want to add to the crew.

  3. Select the Crew Leader.

    By default, the first user added to the crew is made the crew leader. You can select a different leader.

  4. Click UPDATE.

ClosedDelete a Member of a Crew

You can delete a member of a crew if needed. Deleting a user from a crew removes the user from the crew; it does not delete the user account.

You cannot delete a member from a crew if there are any open work orders assigned to him as a member of the crew. You must first reassign or close those work orders. For more information about reassigning or closing multiple work orders, see Work Order Mass Update.

If you delete a member from a crew that is synced to an email group, that user is removed from the email group as well. For more information, see Email Groups.

To delete a crew member:

  1. In the Crew field, select the crew you want to delete the member from.

    A list of the Members appears at the bottom of the page.

  2. Click the DELETE button to the right of the member you want to delete.

    A dialog box opens asking you to confirm your choice.

    If there are multiple members in the crew, you cannot delete the crew leader; you must first make another user the crew leader and then perform the deletion. However, if the crew leader is the only member of the crew, he can be deleted from the crew.

  3. Click OK.

ClosedDelete a Crew

If you create a crew in error or it is no longer needed, you can delete it. If the crew has members, the members must be removed before the crew can be deleted. If those members have work orders assigned to them, they cannot be deleted from the crew until the work orders are closed or reassigned.

If you no longer need a crew that has members that cannot be deleted, you can edit it and change the status to Inactive to prevent users from being able to access it.

To delete a crew:

  1. In the Crew field, select the crew you want to delete.

  2. Click DELETE.

    A dialog box opens asking you to confirm your choice.

  3. Click OK.

ClosedAccounts

If the NPFA (Non-Profit Fund Accounting) module is enabled, an Accounts pane is displayed, allowing you to define the accounts that crews use to classify revenues and expenditures.

To specify an account:

  1. Expand the Accounts pane.

  2. Click the Add Another Account Group link.

    The Accounts pane expands to display the account definition options.

  3. In the Account Group field, select the type of accounts you want to add.

    An account group defines the type and format of the account strings that you can define to classify revenues and expenses for this entity.

  4. In the Billing Type field, select the type of billing you want to use for this entity.

    The billing type defines whether actual costs, estimated costs, or no costs will be used when billing for this entity. It also determines the percentage of markup applied to charges.

    Note:

    Depending on the configuration of the account group selected, the Billing Type drop-down menu may be disabled.

  5. Configure the accounts you want to associate with this entity.

    You can associate one or more accounts.

    1. Click the Add New Link.

      The Add Account String dialog box opens.

    2. In the Chart of Accounts field, select the chart of accounts that contains the account strings you want to add.

      Note:

      Depending on the configuration of the account group selected, the Chart of Accounts drop-down menu may not appear. If it is not displayed, the default chart of accounts will be used.

    3. In the Account Index field, select the account index containing the segment values that you want to use to populate the segment fields.

      An account index provides a named shortcut for populating the segment values. If you select an index, values will automatically fill-in for all of the segments. You can manually override a particular segment value, if needed.

      Note:

      Depending on the configuration of the account group selected, the Account Index drop-down menu may not appear. If it is not displayed, you can manually enter segment values in the fields.

    4. Enter a value for each segment.

      If you used an account index, these fields are automatically populated for you. You can modify them, if needed.

      As you click into each field, a list of valid values may appear in a drop-down menu. You can pick a value from the list instead of typing a value. Some account groups may not have this feature enabled.

    5. Click ADD.

    The account string and the Percentage of the costs that will be allocated to this account string are displayed. You can add additional account strings, if needed and modify the percentage values to allocate the costs appropriately. All account string percentages must add up to 100%.

  6. Click OK to save the account configuration.

    You can add another account group, if needed. For example, some installations define separate account groups for different billing types.

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