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Assigning Skills, Workload Plans, and Holiday Plans, Absences

Table of contents

In this view, you can assign your resources to predefined Skills, Workload Plans, and Holiday Plans or plan Absences.

Security and Access

  • Only a person with the App Admin and App Resource Admin security role can access this page.

  • To assign resources, go to Administration > Resources > Individuals > click the resource name.

Current assignment

In Resource manager, at the top of a page of a given resource, you can see their current Absences, Holiday Plans, Workload Plans, and Skills:

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The timeline on the right helps you visualize Absences, Holiday Plans, and Workload Plans:

Additionally, current items can be highlighted (yellow) if the Highlight present data option on a timeline is selected.

Timeline navigation

Feature

Description

Feature

Description

Scroll

Hold Shift and scroll using the mouse wheel when you hover your mouse over the timeline. 
OR

You can scroll ten years in each direction.

The "Today" button centers the view on the present date. 

Zoom out.

Zoom in. 

Display options pop-up menu: allows you to show/hide week numbers on the timeline.

Applicable to the entire page (including sections below the timeline). 

View options allow you to hide/display items based on their relation to the present day. 

Highlight present data - when selected, items currently relevant are highlighted in yellow.

 

Teams

The total team assignment of a resource (across all Boxes) can be reviewed on the resource details page. 

Team assignment (availability, period, etc.) has to be edited in a Box where it has been added. This information is in the created in column. Listed items work as links that take you to the Box in question.

Related to the column contains info about what sub-Boxes are affected by team assignment → click on the number to see a pop-up containing the list of Boxes that inherited the assignment. The ID column works as a link to a given Box.

Skills

To assign a resource to a skill, the App admin needs to define the skills first in the App's administration. Each skill has a start date (required field) and end date. Resources can be assigned to multiple skills at the same time.

The order of the listed Skills is sorted by the end date, then by the start date (oldest "end date" skills at the bottom, newest at the top. If the end date is the same, oldest "start date" at the bottom, latest start date at the top).

Once assigned, the new skill will be visible in the Resources module when the Skill panel is enabled.

Assigning Skills

To assign a skill, click on the "+" icon:

In the pop-up box, select the Name field and choose a skill from the drop-down list (the skills on the list are sorted alphabetically). Select the timeframe for the skill assignment:

Click the "Add" button. The skill will be visible on the list.

Editing Skills

Click on the icon to edit a skill entry:

A details pop-up will appear. After making adjustments, hit "Save".

Removing Skills

Click on the  icon to remove a skill:

Confirm the operation:

Workload plans 

Resources can be assigned to multiple workload plans but not simultaneously. The App admin can define the workload plans in the App's administration. When posting a resource to a workload plan, both start and end dates are required, and the App will automatically set the end date when a new plan is added.

Workload Plans are sorted based on their start date (chronological): the newest items are at the top, and the oldest items are at the bottom (regardless of the order in which items were created). 

Assigning Workload Plans

To assign a Workload Plan, click on the "+" icon:

Select a Workload Plan name and start date in the pop-up box. The end date will be calculated automatically based on the start date of the previous Workload Plan (Workload plans can't overlap).

Click the "Add" button. The Workload plan will be visible on the list.

The unspecified end date."" will automatically change when you assign a new workload plan. 



Editing Workload Plans

Click on the icon to edit a Workload Plan entry:

Removing Workload Plans

Click on the  icon to remove a Workload Plan entry:

Confirm the operation:



Workload Plan efficiency

If you want to simulate a non-human resource or use a single user to represent a team, you can use the efficiency multiplier. Alternatively, you can use it to reduce the capacity resulting from the Workload plan by setting a value below 1.

Holiday plans

You can create Holiday Plans in the "Holiday Plans" tab in the App's administration. 

When you open the page of a particular resource, you can see Holiday Plans assigned to them.

Holiday Plans are sorted based on their start date (chronological): the newest items are at the top, and the oldest items are at the bottom (regardless of the order in which items were created). 



Assigning Holiday Plans

To assign a Holiday Plan, click on the "+" icon:

Select a Holiday Plan name and start date in the pop-up box. The end date will be calculated automatically based on the start date of the previous Holiday Plan (Holiday Plans can't overlap).

Click the "Add" button. The Holiday Plan will be visible on the list. 

 

The unspecified end date "" will automatically change when you assign a new workload plan. 



Editing Holiday Plans

Click on the icon to edit a Holiday Plan entry:

 

Removing Holiday Plans

Click on the  icon to remove a Holiday Plan entry:

Confirm the operation:

Absences

The list of user absences is visible on their Individuals page.

Individual absences can be:

  • added by the App Admin or App Resource Admin on the Resources page.

  • added by users on their "My Settings" page. Once a user adds an Absence, it automatically appears on the Resources page in Administration.

Absence days are automatically greyed out on the timeline as non-working days and reduce resource capacity. The App will prevent you from scheduling a task on a non-working day. 

There are five types of absences available:

  • Holiday

  • Leave at request

  • Maternity leave

  • Sick leave

  • Other reason

Absences are sorted based on their start date (chronological): the newest items are at the top, and the oldest items are at the bottom (regardless of the order in which items were created). 


Assigning Absences

To add an absence, click on the "+" icon:

In the pop-up box:

  • select an absence type

  • select start + end date

  • adjust the "half-day absence in selected days toggle."  

  • you can also add a comment

  • Add another checkbox (leave empty or select)




Click the "Add" button. The absence will be visible on the list; the position on the list depends on its date (the list is chronological). 


Put a checkmark in Add another box if you want to add another absence right after.

 


Resources module

In the Resources module, you can right-click on the resource name > Add absence to access the form.

User-submitted absences

Half-day absences

Partial Absences can be planned for Individual Resources.

Resource capacity (based on their workload plan) is halved for the absence period. 

A full day off is greyed out in the Resources module. A half-day off is not greyed out. 

Editing Absences

Click on the icon to edit an Absence:

Removing Absences

Click on the  icon to remove an Absence:


Confirm the operation:

Displaying absence days

The absence days are greyed out like other non-working days. To see individual non-working days, using the Gantt module, click on one of the already assigned tasks.

You can enable the 'Calculate tasks automatically based on assignee's working days' option in the App administration (you need to be a Jira administrator to access this page) to show non-working days when you click on a task and allow the scheduling mechanism to reschedule your task taking into account the non-working days).