Creating Crew Events on the Schedule View
1. Introduction
In the tutorial, you will learn how to schedule events on the schedule for crews, set their shift schedules, as well as set the repeating events for the crew movements. Building out these scheduled crew events will allow quick and effective management of populating events on the schedule.
2. Opening the Create Crew Event Modal
After crews have been created for the location, those crews can have their events put onto the schedule. To create the crew events, select the Create Crew Event option under the Action dropdown on the Schedule View page.
3. Populating the Crew Details
When the Create Crew Event modal opens, you will need to fill out the details for the crew events you are about to create. First, you will need to select the specific crew you wish to add from the Crew dropdown list. Once selected, the crew members, and their configured positions, will appear on the right side of the modal.
Enter in the Label, which is similar to the Schedule Number that was entered on the crew configuration. If the label that describes the crew rotation is not listed, type it into the field and hit enter on your keyboard.
The Project and Activity are automatically pulled from the configured crew, but it is good practice to double check that they are still applicable to the crew. If the Project or Activity fields are not automatically populated, you can make the selections at this time.
4. Setting the First Event Dates and Shifts
Next, you will need to select the specific dates of the crews first event that is to be scheduled. Do this by entering the Arrival Date and Departure Date in their respective fields.
You will also need to setup the shifts for the crew by selecting the blue Add Shift button on the right side of the modal. At least one shift type is needed, however, crews that do mid-hitch swaps from nights to days, for example, can be configured by selected the Add Shift button again and selecting the appropriate dates for the beginning and end of each shift.
Do note that if any of the crew details, shift schedules, or repeating reoccurrence is different for different members of the crew, those crew members can be unchecked before saving, and those details updated for the remaining crew members before saving again.
5. Configure Repeat Frequency
To quickly build out repeating events for the crew over the planning horizon, check off the Repeat Events button at the bottom of the modal. Once the box is checked off, options to configure the repeating schedule and end date of the reoccurrence will appear.
First, enter in the number of days that the crew has off in between their time on site. For instance, a crew that works a 14 and 14 schedule should have their arrival and departure dates set 14 days apart and have the event repeated every 14 days. If the crew is 28 and 14, the arrival and departure dates should be set 28 days apart and have the event repeated every 14 days.
Enter in the date that you wish the repeating events to stop. This could be a year or more into the future, or it can be a specific planned date that crews swap schedules.
In the event that the crew events being added need to overwrite events that already exist on the schedule for that crew, check the box for Crew Schedule Change to have the new events being added delete the existing events and reservations.
6. Save Crew Event
Once all information for the crew events has been entered, select the Save button to populate them on the schedule.
7. Managing Differences Between Crew Members
Do note that if any of the crew details, shift schedules, or repeating reoccurrence is different for members of the crew, those crew members can be unchecked before saving.
The steps can be repeated for the remaining crew members with the edits to those details being done before saving again. An example of this would be if half the crews are scheduled to work days while the other half are scheduled to work nights.
8. View Scheduled Events
Now that the new crew events have been added to the schedule, you will see them appear on the gantt for the dates and reoccurrence schedule that was set on the initial build out. These events can now be managed on the gantt itself if and when changes occur.
You have successfully created and scheduled multiple crew events with specific shifts and recurring settings in the worksite management system. Review the scheduled dates to confirm all events are properly configured and saved. Next, explore how to add schedule events for non-crew events in the Schedule View area.
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