Crew: Scheduler

This guide will give you the steps to set up the Crew Scheduling feature.

In brief:

• you will need a Vessel with the Crew Scheduler data field enabled,

• your Workflows will need to have the data fields "Primary Role" and "Secondary Roles" (if applicable) enabled

• your Crew need to be in your Vessel group

• your Crew Profiles need to have Primary Role and Secondary Roles (if applicable) completed

Vessel: creating

You will need to have a Vessel Group within your Workspace. If you don't already have a Vessel, head to Groups >> New Group and give it a name.

Within the Group click on Settings and in the General Information section, change the Group type to "Vessel"

A more detailed guide to Vessels can be found here

Vessel: Setup

Within the Vessel Set up (in the Settings tab of your vessel), click on Add field and scroll to Crew Scheduler and select it.

Crew Scheduler data block

Select the role required, and the minimum number of those roles you need onboard

Add more roles by pressing the + button and use the arrows to re-order where they sit in the display

Workflows

Every workflow that crew are attached to and form part of the crew scheduler will need to have 2 specific data fields added.

Head to each Workflow >> Set up >> Private Data >> add the data fields "Primary Role" and "Secondary Roles"

A Primary Role is the person's main function onboard, and will typically be similar to their contracted role. The Secondary Roles (you can select more than one) are for roles that might be required for safe manning such as Medical Officer, Fast Rescue, or required for operational purposes such as Dive Instructor, PT, Beautician

For each of these data fields, click on the Settings button and select/deselect the roles that you want available for this Workflow.

TIP: if you have very defined/role specific Workflows, the roles you allow can be quite limited. If you have wide Workflows (ie department, as opposed to role) then you will need a wider selection of roles

Head to your Crew Member and the applicable profile

Your Crew Member needs to be in the Vessel Group. You can check this on their Profile >> Groups >> Edit Groups >> select the Vessel

In the Private Data section head to the Primary Role and select the appropriate role they are fulfilling. If the Crew Member also fulfils any Secondary Roles, add them in.

Your Crew Member will then appear in your Crew Scheduler.

Head to your Vessel Page and scroll to the bottom where your Crew Scheduler should appear.

Creating an event

Click on a date for a particular Crew Member and a modal will pop up with the Crew Member's name and Role.

Select the appropriate Status and start/end dates and times. You can choose between Onboard, On leave, On Rotation, Travel Date.

01/05/2024 00:00 is the very start of 1st May

Once an event is in the Scheduler, you can pick up the start or end of it and drag (in half day increments)

Once the Crew Scheduler has some entries you will be able to see whether:

• your roles are appropriately filled: the role, on the specified date, will go green

• your Vessel is manned as required: the date box at the top will go green