| 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. |
| 4. | Order: Enter a figure to represent the staffing item’s position in the list of items and on printed reports. |
| 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 box if you want the staff to be in use for the same time period as the location. |
| 7. | 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. If you change the times, EventPro will ask if you want to update the price/cost hours. If you click Yes, EventPro will recalculate the hours and totals. |
| 8. | Rate Type: From the drop-down list, choose the rate type that will apply. |
| 9. | 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. |
| 10. | 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. |
| 11. | If you need any additional instructions for filling in the fields that are not described above, refer back to Chapter 1: Setting Up EventPro, Step 9: Resources, Staffing Resource Items. |
|
