Feedback on: EventPro User Manual - Staffing Resource ItemsCH1_Step9_Staffing_Resource_ItemsChapter 1: Setting Up EventPro > Step 9: Resources > Staffing Resource Items /Dear EventPro Documentation Department,
Staffing Resource Items
Select Setup | Resources | Items from EventPro’s main menu.
Click on the Staffing tab to add Staffing items such as setup staff, security, bartenders, servers, electrician, audio-video technicians, volunteers and more.
There are two sections to the Staffing Tab. The top selection grid contains a list of the Staffing Resource Sub-Groups and the bottom selection grid lists the individual Staff Resources contained in the Resource Sub-Group highlighted in the top selection grid. Ensure that you have selected the Effective Date from which you want to work.
You must create Staffing Resource Sub-Groups before you can begin adding individual staff positions. A sub-group is a broad category of labor personnel. Examples might include “Technical Labor”, “Operational Labor” or “Volunteer Labor”. Alternatively, you may choose to create sub-groups based on the departments already defined by your facility. You can assign a sort order to your Staffing Sub-Groups, which will be respected throughout EventPro and EPWeb.
When your labor force is sorted into sub-groups, EventPro can help you create informative reports.
Select Setup | Resources | Items from EventPro’s main menu.
2.
Click on the Staffing tab.
3.
Ensure that you have selected the Effective Date from which you want to work.
4.
Click the New button in the upper right corner of the top grid.
5.
The Staffing Sub-Group [New] window appears.
6.
Enter an abbreviated name for the sub-group in the Sub-Group field.
7.
Enter a description in the Description field. This is often just the full name of the sub-group.
8.
Assuming you have already defined Account Codes, select a Default Account Code from the drop-down list.
9.
Enter a Default Minimum Margin percentage by clicking in the field, or by using the spin arrows. The minimum margin prevents staff from discounting below the set margin. When you enter new individual Staff Resources under this sub-group, EventPro will default to the percentage you enter here.
10.
Enter a Sort Order to indicate where in the list this sub-group should appear. The sort order of sub-groups set here will be respected throughout EventPro and EPWeb.
11.
If you have the EPWeb module, check the Show On Web checkbox to allow the entire staffing sub-group to appear on your website. If you only want individual staff resources of a sub-group to show on the web, uncheck this box and check the Show On Web check box when creating individual staff positions.
12.
Click Save. In the Confirm dialog box that appears, click Yes if you would like to continue adding sub-groups, or click No to only add the sub-group you just created.
13.
Once you have created all the sub-groups you think you will need to categorize your staffing resources, you are ready to add individual staff positions to each one.
Here, you may choose to create staffing resource items based on job descriptions, or you may choose to enter individual people. In the latter case, EventPro can perform a conflict check to make sure the same person is not assigned to multiple locations at the same time.
1.
In the top selection grid, click to highlight the Resource Sub-Group to which you want to add individual Staff Resource Items.
2.
Click the New button next to the bottom selection grid, across from the Item Code heading.
3.
The Staffing Resource Item [New] window appears.
4.
There are three tabs in the Staffing Resource Item [New] window: General, Comments and Accounts.
Available in: From the drop-down list, select the effective dates for which this staff will be available.
2.
General:
a.
Item Code: Enter an abbreviated title for the job or individual, e.g. “AV Tech”, “Setup”, or “JRS”.
b.
Description: Enter the full title for the job or a descriptive phrase. Corresponding examples would be “Audio Visual Technician”, “Setup Crew” or “John R. Smith”.
c.
Notes: This is a short text field that can be used for special information, such as an applicable labor union.
d.
Supplier: If staff is supplied by an outside source, you can use the drop-down box to select from the list of suppliers defined earlier when you set up your Companies/Contacts (Step 6: Company/Contact).
e.
Def.Time and To: Enter the default time that the staff is typically used. When you later create an event and add staff to your setup, the fields will be set to these times rather than the times defined for the location. This field is linked to the Use Location Times checkbox on the right. If the Use Location Times checkbox is checked, you cannot enter Default Times here.
3.
Options:
a.
Available: When you first create a new staff item, the Available checkbox will be pre-selected and grayed out. Later, you can uncheck this check box to indicate that a previous job description or staff member is no longer available. This will prevent the staff item from being selected for future events. EventPro cannot delete staff if they are associated with previous events.
b.
Billable: Check the box to indicate whether this job is usually billable. Non-billable items will not show up in invoices.
c.
Print in Setup: Check the box to indicate whether the job is to be printed on setup sheets.
d.
Discountable: Check the box if you want to allow the staffing item to be discounted.
e.
Use Location Times: Check this box if you want to use the location time as the default time this staff will be in use. Even if you entered default times in the Def. Time fields to the left, EventPro will use the location times as default for the item if this box is checked. If you want to create your own default times in the Def. Time fields, uncheck this box.
f.
Show on Web: If you have the EPWeb module, check the Show On Web checkbox to allow the staffing item to appear on the website.
g.
Stock: Enter the number of staff members of this type working for your facility. EventPro uses this value to perform a conflict check on resource items. If you set the quantity to 0(zero), EventPro will not track the staff position and will not perform a conflict check. A quantity of 0 (zero) does not mean that you do not have this type of personnel.
4.
Cost/Price:
a.
Click the drop-down arrow next to each Cost and Price field to select the appropriate cost and price amounts for Regular, Overtime 1 and Overtime 2 wages.
b.
Minimum Margin: The minimum margin percentage prevents staff from discounting below the set margin. EventPro defaults to the figure you entered when you set up the sub-group above.
5.
Applicable Taxes:
a.
Check the boxes to indicate the taxes applicable to this staff.
b.
To review how applicable taxes work in conjunction with Applicable Event Taxes, review the information provided under Step 6: Company/Contact, Entering a New Company: Taxes.
Enter any comments or notes you would like to record.
2.
Comments entered here will default into the Comments tab of the Staffing Resource Item when you add the job or staff member to events in the Event Maintenance screen.
EventPro defaults to the figure you entered when you set up your sub-groups.
2.
Click the drop-down arrow next to Income Account, Expense Account and/or Department, as applicable, to change the account codes. You created these codes when you set up your General Lookup Tables.
5.
When you have entered all the information you need about the staffing resource item, click Save.
6.
You can add as many Staffing Resource Items as you need. You can always return later to add more as you need them, but you cannot create a new staffing item within an event in the Event Maintenance screen. All resource items must be entered under Setup | Resources | Items before you can add them to events.
