Setup: Event Templates

Within this section of the guide, The Event Templates part of the system is documented. Event Templates are used as the starting point for setting up and running Events.

Note: Within the system, in order to manage Events that operate and span across multiple days, it is necessary to use multiple Event entities. These should be named clearly to allow individual management of each set of duties for example FM Conference UK 2018 - Trade Centre Day 1; FM Conference UK 2018 - Trade Centre Day 2 etc.

Setting Up Event Templates

Accessing Event Templates

How to get there: Set Up | Event Templates

To access the Event Templates Page, click on the Set Up menu and then Event Templates from the drop-down list. If you have already set up Event Templates, you can click on the down arrow next to the red Event Templates button to access your previously created Event Templates from the “Breadcrumbs”. This is shown in the following screenshot:

Note: Access to the Event Template is controlled by a new security function. The ability to manage an Event Template against a specific site is controlled by the existing data security curtain. This cannot be configured using the Web Client. Speak to your TEAM Software representative for further help and information.

Event Template Screen View

How to get there: Set Up | Event Templates | Event Template List

An Event Template comprises one or more Teams and their associated Roles. From the Event Templates/Event Template List page, the user can set up, modify, save and view Event Templates. They can also search for existing Event Templates.

Screen Layout and Fields

Name	The name of the Event Template
Site Name	The site name where the Event is being run. Each template is associated with a specific site and is based on a single day Event. Where an Event lasts several days then the template can be re-used to create several Event entities, one per day
Enabled	If ticked, this means that the Event Template is Enabled and that the Event Template can be seen in the Plan \| Events screen (thus it can be used to plan an Event) and also within the Set Up \| Event Templates screen
Notes	Any notes that have been written about the Event Template, explaining what it is

Screen Actions

New	Click this to start creating a new Event Template
Download	Click this to download a copy of the Event Template in a CSV format
Template Name	Enter the name of the template that you are searching for here before clicking on the Search button
Site Name	Enter the name of the site that the Event Templates which are being searched for are assigned to
Show Disabled	If ticked, this will show any Event Templates that are not Enabled
Search	Click this button after entering a value in either Template Name or Site Name
Clear	Click this button to clear the values in the Template Name and Site Name
Page Size	Select from the drop-down list the maximum number of Event Templates to display in a list on the screen
Delete	Click on the delete icon to remove the Event Template
Number (e.g. 1)	Click on the number to browse through the multiple pages of Event Templates (when there are more than one)
Event Template Row	Click on an individual Event Template row to access a more detailed template screen that lets the user manage the individual Event, adding teams and roles

Creating a New Event Template

How to get there: Set Up | Event Templates | New Event Template

Screen Layout and Fields

To create an Event Template, select New. This will load the following screen:

Select the Site that the Event Template is going to be assigned to (use )
Enter a name for the Event Template
Add any notes to the Event Template
To set up the rest of the site using a CSV file, tick the Optional Template Import Button and follow the instructions in the section called “Using CSV Files to create the Event, Team and Roles”
Select Save

Site	Select the name of the site for the Event
Template Name	Unique name for the template
Notes	Any notes about the template that is being set up

Screen Actions

[...]	Click this button to select a Site for the Event Template
Optional Template Import	Click this button in order to use a template to import information from to set up the Event
Save	Click to create the blank new Event template, ready for defining Teams and Roles

Defining teams and roles within an Event Template

How to get there: Set Up | Event Templates

From the Event Template List screen view, click on the name of the template to be edited within the Templates section list.

Screen Layout and Fields

To start with, the following screen will be opened for the selected Event:

This view can be displayed or hidden by clicking on the ˅ Button. The expanded view is shown in more detail below:

More detail is shown on screen as a team is clicked upon. Teams are shown in green. Multiple team information can be shown on the same screen view:

Name	Name of the Event Template
Notes	A description of the Event template
Total Duties	Number of Duties in total for the Event (calculated by adding together all of the duties across the Event teams)
Required Roles	Number of Roles that require filling for the Event (in total, calculated by adding together the number of Roles across the different teams for the Event). It should, however, be noted that any Role that is within a relief team will not be included in this total, as they are not critical to the Event going forwards
Role Name	Description of the Role
Number of Duties	Quantity of Duties for this Role
Hour Type Code	The type of hours for example regular, overtime etc.
Pay Level Code	The type of pay allocated to the Role for example supervisor, cleaner, security officer etc.
Start Time	The time that the Duty for that Role Type will start
Finish Time	The time that the Duty for that Role Type will end
Qualifications	The Qualifications that have been added to the Role
Staff Pool	The number of potential staff available to undertake the Role
Unbilled Meal Break Duration	The duration (in HH:mm) of any unbilled meal breaks during the duty created
Unpaid Meal Break Duration	The duration (in HH:mm) of any unpaid meal breaks during the duty created
Notes	Any other details about the Duty which are relevant when setting up the Event

The following table lists the fields on this screen when it is fully expanded:

Screen Actions

Template List	Return back to the list of all templates
Delete (in menu bar)	Delete this template
Copy Template	Make a new template as a copy of this template (see the “Copying an Event Template ready to Create a New Event Template” section of this guide)
New Template	Create a new template (see the “Creating a New Event Template” section of this guide)
+ Add Team	Add a new team
+ Add Role	Add a role team
Click on Team	Edit the team information
Relief Team	Select this team as a relief team
Delete (on team)	Delete the team from the Event
Edit (on team)	Edit the team information
˅ or ˄	Toggle between these two buttons to show or hide the template detail
Enabled	Tick this box to enable the template for use elsewhere within the system. If this box is not ticked, the template will not be available
Save	Click to save the template
Delete (on role)	Delete the role from the team
Edit (on role)	Edit the role

Add Event Team

How to get there: Set Up | Event Templates | + Add Team

To add an Event Team, click on the + Add Team as shown in the screen shots above.

Screen Layout, Fields and Actions

Team Name	Enter a unique identifier to recognize the name of the team that is being set up
Relief Team	Tick this box to choose the team as a relief team. A relief team is a team that may not be required at the Event but instead comprises employees on standby in case a need for them arises. Any roles within a relief team will not be included in the total for Required Roles
Save	Click to save any changes

Add Role

How to get there: Set Up | Event Templates | + Add Role

Roles are allocated to the different teams. At this point in time, it is not possible to assign specific employees directly to the roles as they have not been processed and turned into duties. It is, however, possible to define a set of employees against a role. These are those that the scheduler thinks could potentially work the duties that the role defines. At the point the duties are created (in the processing stage) the system will attempt to schedule these employees to these duties, based on the configured duty checks.

To add a Role, click on the + Add Role from within the a Team view of the Event Template. Complete all of the details in the window that is displayed. There are four tabs to consider when adding a role: Details, Qualifications, Staff and Breaks. There are also two additional pop-up screens (one for qualification selection, the other for staff pool selection). These windows are detailed below:

Add Role - Details

Screen Actions, Layout and Fields

Save	Save the role. If Save is clicked before all mandatory fields are completed correctly, an error message is displayed on the screen
Tabs	Click between the four different tabs to enter all of the role information
Team	Name of the team that the role is being allocated to
Role	Enter a name for the role
Duties	Enter a number of duties that are going to be created for the given role i.e. if 5 people are needed to undertake the given role, enter in the number 5
Hour Type	The type of hours for example regular, overtime etc.
Pay Level	The type of pay allocated to the role for example supervisor, cleaner, security officer etc.)
Start	The time that the duty for that role type will start
Finish	The time that the duty for that role type will end
Notes	Any other relevant notes about the role

Add Role - Qualifications

Screen Actions, Layout and Fields

Save	Save the role. If Save is clicked before all mandatory fields are completed correctly, an error message is displayed on the screen
Tabs	Click between the four different tabs to enter all of the role information
Select Qualifications	Click this button to select the qualifications to add to the role that employees taking on the duties generated by the role will need
Qualification Code	Unique identifier of an already selected qualification
Qualification Description	Description of the selected qualification that is required to fill a role
Delete	Click on the icon to delete the qualification

Add Role - Select Qualifications

Screen Actions, Layout and Fields

Save	Save the role. If Save is clicked before all mandatory fields are completed correctly, an error message is displayed on the screen
Tabs	Click between the four different tabs to enter all of the role information
Qualification Code	Unique identifier for the qualification
Qualification Description	Description of the selected qualification that is required to fill a role
check box	Tick the check box in order to select the qualification
< Prev	Navigate backwards through the qualification types
Next >	Navigate forwards through the qualification types

Add Role - Staff

Screen Actions, Layout and Fields

Save	Save the role. If Save is clicked before all mandatory fields are completed correctly, an error message is displayed on the screen
Tabs	Click between the four different tabs to enter all of the role information
Select Employees	Click this button to select the employees to add to the role
Delete	Click on this to remove already selected employees from the pool of employees available to fill duties for the role
Employee Name	Name of employee(s) already selected as part of the pool

Add Role - Select Employees

Screen Actions, Layout and Fields

Save	Save the role. If Save is clicked before all mandatory fields are completed correctly, an error message is displayed on the screen
Tabs	Click between the four different tabs to enter all of the role information
Branch	Using the drop-down list, select the Branch to search upon
Partial Search	Enter free form text to search upon
Search	Click this button to search for employees meeting the criteria given in the Branch drop-down list and the Partial Search text box
First Name	Employees first name
Middle Name	Employees middle name
Surname	Surname of the employee
PIN	Employees PIN (Personal Identification Number)
Address 1	First line of the employees address
Address 2	Second line of the employees address
Tel 1	Telephone number for employee
Tel 2	Secondary telephone number for employee
Tel 3	Third telephone number for employee
Mobile	Mobile telephone number for employee
Select All	Click this box to select all employees on the screen
check box	Tick the check box in order to select the employee
< Prev	Navigate backwards through the qualification types
Next >	Navigate forwards through the qualification types

Add Role - Breaks

Screen Actions, Layout and Fields

Save	Save the role. If Save is clicked before all mandatory fields are completed correctly, an error message is displayed on the screen.
Tabs	Click between the four different tabs to enter all of the role information
Unbilled Meal Break Duration	Enter the duration (in HH:mm) of any unbilled meal breaks during the duty created
Unpaid Meal Break Duration	Enter the duration (in HH:mm) of any unpaid meal breaks during the duty created

Copying an Event Template ready to Create a New Event Template

How to get there: Set Up | Event Templates | Template List

Once an Event Template has been successfully set up, it can be copied in order to create a new one.

Click on the Copy Template Button to load the following Copy Template dialog box that should be completed as shown with suitable values for the new Event.

Screen Layout and Fields

Template Name	Unique name for the Event Template
Notes	Useful supporting notes about the specific Event Template as necessary

Screen Actions

[...]	Click this button to select a Site for the copy of the Event Template
Save	Click to create a copy of the existing template as a new one with the name specified