Maintaining Assignments

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The Assignment Maintenance screen allows you to add or update an assignment’s details. The toolbar New, Save, Cancel and Delete buttons allow you to manage Assignment records, while the arrow buttons are used to scroll between existing records. In addition the toolbar contains:

Click to create a new timesheet based off the current assignments details.

Opens an Email send window populated with the Assignment details and addressed to the Employee.

Opens the Send SMS window with the contents of the default SMS Assignments reports, and addressed to the Mobile number of the assignments employee.

Sets the date and time of the assignment to be the next available time period for the employee. This takes into account business and lunch hours (defined in Setup), and existing assignments. Click Yes on the following popup to accept the suggested time, or No to move onto the next available time.

Used to select the colour of the Assignment on the Visual Scheduler.

The following details can be recorded against the Assignment:

The optional Employee to assign to this assignment. Leave the Employee ID blank if you want to create an unassigned schedule. The is very convenient if you want to assign a job to be done at the chosen time, but do not as yet know who will do that job.

Available only when adding a new assignment, selecting an Employee Group will copy to assignment details to each member of the Employee Group.

If you want to link the assignment to a job, select the Job Number here. Leaving the job number blank will create an unlinked assignment. This is convenient if you want to block out a period of time in advance, but do not as yet know what job the assignment is for. Unlinked assignments can be used as a reminder that a particular employee needs to do something at a particular time.

Add any reference you want for reporting purposes.

The Date the assignment is scheduled for.

Tags this assignment as a personal one.

You can assign a specific type to this assignment for reporting purposes.

Record the current status of the Assignment. Note: The status codes available come from the job status code list, but do not relate to the linked job in Assignments.

The commencement time of the assignment.

The completion time of the assignment.

If the assignment is linked to a Contract job, you must select a stage to link the assignment to.

If the assignment is linked to a Contract job, you can optionally select a variation of the selected stage to link the assignment to.

Assignments can optionally recur periodically. Select the period and period type here i.e. every 7 days, every day etc (Available only when adding an assignment).

Enter a cut-off date after which the assignment will no longer recur (Available only when adding an assignment).

Enter a comment describing the tasks to be carried out or any other notes about the assignment.

The name of the employee who created the assignment and the date & time the assignment was created.

The name of the employee who acknowledged the assignment and the date & time the assignment was acknowledged.

The name of the employee who completed the assignment and the date & time the assignment was completed.