Workforce

The Workforce area is where you keep track of the people who do the work. It has four parts: the engineers list at Workforce, plus Skills, Shifts, and Groups under Settings > Team.

Engineers List

Open Workforce in the main menu to see everyone on your team.

The list shows:

• Engineer name and email (with avatar)
• Role (Owner, Member, or Engineer)
• Primary group (with a coloured dot)
• Email address

Searching and Filtering

Use the search box to find someone by name or email.

Use the filter bar to narrow the list:

• Role - Owner, Member, or Engineer
• Skills - engineers who hold the chosen skills
• Groups - engineers in the chosen groups
• Active engineers only - hides people who have not yet finished signing in
• Expiring skills (30 days) - flags anyone whose skills run out soon

You can save a set of filters as a preset and reuse it later.

Bulk Actions

Tick the checkbox on each row (or the header to select all) to act on several engineers at once.

Column Visibility

Select Columns to show or hide table columns. Your choice is remembered the next time you open the page.

Skills

Skills describe what an engineer is qualified to do (for example Gas Safe, Electrical, Asbestos Awareness). Open Settings > Team > Skills to manage them.

Creating a Skill

1. Select New skill
2. Enter a Name (for example, Gas Safe)
3. Choose a Colour and Icon so the skill is easy to spot
4. Optionally add a Category and Description
5. Turn on Expiry required if the skill must be renewed, then set Default validity (days)
6. Pick the Job types that need this skill
7. Select Save

What Skills Do

• Allocation - when you assign a job, the system can match it against engineers who hold the required skills
• Expiry reminders - if a skill has an expiry date, the engineer (and the Workforce list) shows a warning when it is within 30 days of expiring
• Filtering - find every engineer with a given skill from the Workforce filter bar

Assigning a Skill to an Engineer

1. From the Workforce list, select an engineer
2. Open the Skills section
3. Select Add skill, choose the skill, and (if expiry is required) set the Certified and Expires dates

Archiving a Skill

Select Archive on a skill to hide it from new pickers without losing existing assignments or history. Archived skills can be brought back later.

Shifts

Shifts say when each engineer is normally available. You set up shift patterns once as templates, then apply them to engineers. Open Settings > Team > Shifts to manage templates.

Shift Templates

A template is a reusable weekly pattern - for example Day shift, 08:00 to 17:00, Monday to Friday. Each template has:

• A Name and Colour
• A Timezone (so shifts move correctly across daylight savings)
• A Weekly grid of 30-minute slots that you click to fill in working hours

Quick Start

1. Open Settings > Team > Shifts
2. Select Insert defaults to create four common templates:
   • Early - 06:00 to 14:00
   • Day - 08:00 to 17:00
   • Late - 14:00 to 22:00
   • On-call 24h
3. Edit any of them, or select New template to build your own

Applying a Shift to an Engineer

1. From the Workforce list, select the engineer
2. Open the Shifts tab
3. Select Apply template, choose a template, and confirm

The engineer's recurring shifts are now set.

One-off Changes

Recurring shifts cover the normal week. For days that differ - holiday, sickness, a half-day, or extra hours - add an exception on the engineer's Shifts tab:

• Off - the engineer is not working that day
• Half - half day
• PTO - paid time off / annual leave
• Custom - any other variation, with custom hours

Exceptions only affect the day you choose; the regular weekly pattern continues either side.

Groups

Groups let you cluster engineers that work together - by team, region, depot, or specialism. Open Settings > Team > Groups to manage them.

Creating a Group

1. Select New group
2. Enter a Name (for example, North London Crew)
3. Choose a Colour and Icon
4. Optionally pick a Manager from your team
5. Optionally add a Description
6. Select Save

Adding Engineers to a Group

1. From the Workforce list, select an engineer
2. Open the Groups section
3. Select Add to group and choose the group

An engineer can belong to several groups, but one is marked as their primary group.

Primary Group

The primary group decides:

• The coloured dot beside the engineer's name in the Workforce list
• The row colour in the Allocation view, so you can see at a glance which crew an engineer belongs to

Archiving a Group

Select Archive on a group to hide it from pickers without removing the historic membership of any engineer.

Putting It Together

A typical setup looks like this:

1. Create the Skills your jobs need, link each one to its job types, and set expiry where it applies
2. Create Shift templates for your common working patterns
3. Create Groups for your crews, regions, or depots
4. Invite your team from Settings > Team > Users
5. Open each engineer from Workforce and:
   • Add their Skills with certification and expiry dates
   • Apply a shift template, then add any exceptions
   • Assign them to a group, marking it primary

Once that is in place, the Allocation view shows the right engineers, in the right colours, available at the right times - and Jobs can be matched to engineers who actually hold the right skills.