Staffing

1.Sub-Group: From the drop-down list, select the sub-group that contains the staffing item you want to add.

2.Item Code: Select the item from the drop-down list or begin typing the name of the item to open the drop-down list.  The drop-down list will display the item code, description, number in stock and regular rate.  If you cannot easily find the staffing item by scrolling through the list, click the Find button next to the Sub-Group field.  Select the staffing item from the list in the Find window and click OK.

3.After you select a staffing item, most of the other fields will be filled in with information that was defined during setup. You can accept the defaults, or make necessary changes.  You may have to change some of the information, such as people required, times required and rates.

a.Supplier: In particular, pay attention to the Supplier for a resource if you plan to provide access to the Supplier Page in EP WebSuite.  See 19: EP WebSuite > EP WebSuite Supplier Page for more information.

4.Order: This number represents the item’s position in the list of items on selection grids and on printed reports.

a.By default, sub-groups are sorted alphabetically and items are sorted chronologically (by time) within sub-groups on reports. However, if you specify numbers for the item Sort Orders, that will override the chronological order and the items will be printed in the numbered Sort Order. Having a numbered Sort Order also allows you to sort items on a selection grid in that order.

b.The number that defaults in the Sort Order field here depends on the Auto-increment Resource Item Sort Orders option in your General System Settings.  If you have the auto-increment option turned on, the next number in the sequence will default into this field.  If you have the auto-increment option turned off, 0 (zero) will default in this field.

c.Regardless of what number defaults in this field, you can always enter a number manually.

5.Location: Unlike other event details, which must be linked to a particular booked location (i.e. time and location), staffing only needs to be linked to the time of the booking. This is because one staff member may be able to attend several booked locations during one shift.

a.If you have an event that takes place in several locations on the same day, and you book a staffing item in one of the locations, that staffing item will appear in the Staffing tab for all locations for that day.  Again, this is because staffing items are linked to event times and dates.

b.If you need to assign staff to a specific booked location, choose a location from the Location drop-down list.  The staffing item will then only appear in the Staffing tab of the location to which it was assigned.

c.If you do not need to assign staff to a specific location, leave this field blank.

d.The selected location will default into the Location field if you selected the Staffing: Default Staff to Current Location checkbox in your System Settings under the General tab.

6.Time Required/Use Location Times: Check the Use Location Times checkbox if you want the staff to be in use for the same time period as the location.

a.If you want to manually set the times, uncheck the Use Locations Times box and enter times in the Time Required fields.  EventPro will use the Time Required fields to perform conflict checks on items if you entered a quantity in stock for the item in your inventory.

b.If you change the Time Required fields, EventPro will either change the price/cost hours automatically, prompt you whether you want to recalculate the hours, or not change the hours, depending on your System Settings.  See 1: Setting Up EventPro > Step 1: System Settings > Events: Update Staff Price/Cost.

7.Rate Type: From the drop-down list, choose the rate type that will apply.

8.People and Hours: Enter the number of staff members needed and the length of time they will be required. EventPro uses the information in this field to perform conflict checks on the staff.  

9.If the Billable checkbox is checked, EventPro will automatically recalculate the Totals and/or Margin as you change the People, Hours, Rates, Rate Type, Discount and/or Taxes. If the Billable checkbox is not checked, the total will be 0 (zero) and the item will not appear in invoices.

10.If you need any additional instructions for filling in the fields that are not described above, refer back to 1: Setting Up EventPro, Step 9: Resources, Staffing Resource Items.

The comments field will default to the text you entered when setting up your staffing inventory, but you can alter it here.  Information entered here can be printed below the item on the setup and confirmation sheets.

Click the Wordprocessor button to switch to the word processor.

This tab can be filled in with notes regarding the customer's requirements for this item here, but it can also be used from EP WebSuite. The person accessing the event from EP WebSuite can fill in customer requirements for the item online, and those notes will be pulled into this tab in EventPro. See 19: EP WebSuite, Create a New Booking in EP WebSuite: Event Resources.

The taxes will default to the Applicable Event Taxes that are applicable to the item, but you can select others if you wish.

To review how applicable taxes work in conjunction with Applicable Event Taxes, review 1: Setting Up Event Pro, Step 6: Company/Contact, Entering a New Company: Taxes.

The Accounts will default to those you selected when setting up your staffing inventory, but you can use the drop-down arrows to select different codes.

If you custom-defined any user fields under Setup | User Fields | Event Detail | Event Staffing, they will appear here.

You can enter information as required.  Refer to 14: User Fields.