10.0en:WebPlanboard booking form select employee

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Employee selection

The Employee frame contains fields (see figure below) for you to enter information concerning employees and employee types and once submitted you can also view this information.
An employee type is used to describe a list of employees with a similar function or task.
When you enter an employee type you let the WebPlanboard choose an employee from the list that is still free at the required time.

Employee field

You can only enter employees that are on the list of employees.
Type directly in the Employees field to select an employee either or select the employee from the list.

Warning: The WebPlanner administrator can limit the number of employees you may select.
If you enter more employees or employee types than this limit you will get a message that your booking cannot be processed.

Type directly in the Employee field

1. Type the first letters of the employee.
   

   A pop-up list appears from which you can make a selection.
   

   In the figure below you typed in 'gu' and several choices appear in the pop-up.

   

2. Select the employees.
3. Click the Enter button.

   Your selected employees appear above the Employees field.
   

   In the figure below Gumus-Sariot is selected.
   

Tip: Click the X to remove a selected employee.

Tip: The Employees field entry is standard compulsory but your WebPlanner administrator might also configure it as optional.

Select an Employee from the list

1. Click the icon on the right-hand side of Employees.
   

   The list of the employees and employee types you may select appears in a separate window.
   

2. Select the employee list at the top.

   The list of employees appear below.

3. Check the boxes of employees you wish to select.

   These are added at the top of the Employee field.
   

   Click the X at the bottom of the window to close it.

Tip: It is possible that an employee you require is not present in the list.

The list of selectable employees is configured by your WebPlanner admistrator, see Employee management.

Select an Employee type from the list

1. Click the icon on the right-hand side of the Employees field.
   

   A list of the employees (Providers) and employee types (Provider Types) you may select appears in a separate window.
   

2. Select the 'Provider Types' radio button at the top.

   The list of employee types appears below.

3. Check the boxes of employee types you wish to select.

   These are added at the top of the Employees field.
   

   In the figuur the employee type 'Information Technologist' is selected.

Tip: You can select both employees and employee types simultaneously.

For example: you want to book a specific employee but you also want an alternative:

Enter an employee type as wel.

The WebPlanner will first try to book your selected employee and if that causes conflicts it will look for an alternative.

Tip: It is possible that an employee type is not present in the list of types.

The list of the employee types and which employees belong to each type is configured by your WebPlanner admistrator, see Employee management.

Standard Employee setting

You can configure an employee as the standard selection.
This employee appears automatically in the Employee field when you open a new booking form.

1. In the employee list click the box on the right-hand side of the employee to configure it as the standard.
   

   In the figure Gumus Sariot is the standard employee.

Tip: Click 'clear the standard' at the bottom of the list when you no longer need a standard.

'Number of Employees' field

Enter the number employees you need to book.
This number is necessary if you select more employees than you actually require.

Warning: The WebPlanner administrator can limit the number of employees you may have in the same booking.

If you enter a higher number in the 'Number of Employees' field then during the book, modify or copy submission the WebPlanner will show a message that the booking cannot be executed.

Number of required Employees equals number of selected Employees

In the figure below the codes of the employees you selected are CBK and IBG and the number of employees you need is 2.
This implies that the WebPlanner must book both persons.

Number of required Employees is less than number of selected Employees

In de figure below the codes of the employees you selected are CBK and IBG and the number of employees you need is only 1.
This implies that the WebPlanner may choose between CBK and IBG.
De WebPlanner will first try to book CBK and only if that leads to conflicts will it try to book IBG.

Select several Employees and Employee types

When you selected several employee types you can also indicate the number of employees per type you wish to book.
In the figure below the employee types Assistant and Manager are entered and the 'Number of Employees' field is '2 1'.
This implies you wish to book 2 employees of type Assistant and 1 of type Manager.

Tip: If for example you enter '3' rather than '2 1' then it is not certain the the WebPlanner will choose 2 Assistants and 1 Manager, because it might also choose 3 Assistants.

'Specify per Provider' (Employee) field

This is a quicker way to let the WebPlanner know that you wish to book 1 employee of each given type entered in the Employees field.
Suppose you want to book 1 Assistant and 1 External.
In the figuur the employee types Assistant and External are entered.

1. Enter 2 in the 'Number of Employees' field.
   

   This means that you want to book 2 employees.

   

2. Check the 'Specificy per Provider'.

   The WebPlanner changes the 'Number of Employees' directly from '2' to '1 1' as shown in the figure below).
   

   This saves you time in the case that you have entered many employee types.

'Maximum number of participants' field (register/unregister)

You might want WebViewer users to register for the activity of this booking.

Enter the number of persons that are allowed to particiapte in the activity.

In the figure below 15 persons may register.

Tip: The 'Maximum number of participants' is only visible in the Employees frame but both employees and consumers may register for the same activity.

Tip: A user can tell whether registering for an activity is possible by placing the mouse cursor over the booking.

The user sees that there are still places available because a baloon appears with the text 'Register me.

If the user may unregister then a balloon appears with the text 'Unregister me'.

In the figuur below the option 'Register me' appears above the booking 'Excursion1'.

Tip: 'Register me' does not appear when the maximum number of participating persons is reached and the WebViewer won't allow additional.

Tip: The WebPlanner administrator might also configure the WebPlanner to only allow registration but no unregistration.

Employee fields read only

Employee fields might be configured as read only.
This depends on the Usergroup settings.
In the figure below the booking form has no input list button on the right hand side of Employees field.

Tip: The read only option can be useful when a certain group of planners may only modify other fields such as Rooms.

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Het gedeelte van de Webber waarmee men kan plannen.