Assigning staff

The Planner is used to name the people who cover the tasks defined in the service grid. It is the operational working screen: choose a week, fill the cells, fix the alerts, then save.

Manual assignment

For each slot and each task, you place the available staff members in the corresponding cell. Omniscol flags the situations to check:

• absent person;
• declared unavailability or constraint;
• person already assigned elsewhere;
• person not authorized for the task;
• weekly workload to monitor.

The planner is designed for the real cases of student supervision: student education assistants whose availability changes, exam periods, absences declared in the morning, posts to cover again quickly and teams to spread fairly.

Planning is manual: the alerts, duplication and correction tools guide the construction of the schedule. Omniscol does not place staff automatically.

Reading the alerts

Colors and tooltips state why an assignment deserves a check: absence, unavailability, another task on the same slot, unauthorized person or exceeded service hours. The weekly summary lets you get back to the cell concerned.

Alerts are graded by severity: a red conflict requires an immediate correction; a warning flags a situation to arbitrate according to the institution's rules.

Correction tools

The planner notably lets you:

• navigate by week and by day;
• display one day or the whole week as needed;
• duplicate one week to another when the structure repeats, filtering the copied days or tasks if necessary;
• turn on an eraser mode to clear a cell, a row or a column;
• undo a recent correction;
• save the changes.

People locked on a cell stay fixed during subsequent manual corrections.

Duplicating without starting from scratch

When the structure is stable, duplicate the previous week then correct only the exceptions: an absence, a one-off unavailability, an exam change, an outing or a reinforced need on a post. This is the usual method to avoid rebuilding the whole supervision schedule by hand every week.

For atypical weeks, use a suitable grid: holidays, exams, open house or a period with a reduced team.

Absences

Staff absences declared in the Absence management module are taken into account in the assignment. An absent person can appear as an alert on tasks already placed, which helps identify the posts to cover again.

Absences make the problem visible in the right place: the administrator or the coordinator then reassigns the task with full knowledge of the situation.

Workload

The planner computes service information per person and per day, including the periods covered and the durations. Use these indications to prevent one person from absorbing too many slots, or the hard tasks from always being concentrated on the same team.

Sharing

The planner can be shared according to the sharing options available on the account. To hand each person their individual schedule, use the duty roster instead, more readable and designed for printing or distribution.