Resource Administration

In Resource administration you can set up Roles, Proficiency levels, Skills, User defined fields etc. You must have the role Administrator in the Lobby to work with Resource administration, i.e. this function is not accessible from inside a room.
Resource administration is started by choosing Resource administration  under Administration .
 

Contents

 

• Roles management
• Skill management
• User defined fields
• Resource List

 

Roles management

 

Roles

 

• Add role

1. Choose Resource administration  under Administration .
2. Click first on the tab Roles management and then on the tab Roles.
3. Click on the button Add role  in the toolbar.
4. Add a Role name for the new role, in the Add role pop-up window.
5. Add a Description for the new role.
6. Click on the Save button.

If you regret your changes or you don’t want to save the added/modified parameters, click on the Cancel button.

• Edit role

1. Choose Resource administration  under Administration .
2. Click first on the tab Roles management and then on the tab Roles.
3. Select the role you want to edit by checking the checkbox for the desired role and then click on the button Edit role  in the toolbar
4. Edit Role name and/or role Description, in the Edit role pop-up window.
5. Click on the Save button.

If you regret your changes or you don’t want to save the added/modified parameters, click on the Cancel button.

• Disable/Enable one role

1. Choose Resource administration  under Administration .
2. Click first on the tab Roles management and then on the tab Roles.
3. Select the role you want to disable/enable by checking the checkbox for the desired role and then click on the button Disable role  to disable it or Enable role  to enable it. NOTE: If a role is disabled, it means that it is not possible to assign the role to any resource, (the role is not selectable when adding new or edit previously role assignment), but existing resources who has been assign this role will keep the role assignment.

 

• Delete role

1. Choose Resource administration  under Administration .
2. Click first on the tab Roles management and then on the tab Roles.
3. Select the role you want to delete by checking the checkbox for the desired role and then click on the button Delete role  in the toolbar. NOTE: If at least one resource has been assigned to the selected role, the role will only be disabled, (the role is not selectable when adding new or edit previously role assignment), but existing resources who has been assign this role will keep the role assignment. If the selected role has not been assigned to any resource the role will be removed completely from the list.
4. Click on the Yes button to delete.
5. Click on OK to confirm.

 

Proficiency levels

 

• Add proficiency levels

1. Choose Resource administration  under Administration .
2. Click first on the tab Roles management and then on the tab Proficiency levels.
3. Click on the button Add proficiency level  in the toolbar.
4. Add a new proficiency level, in the Add proficiency level pop-up window.
5. Add a Description for the new proficiency levels.
6. Click on the Save button.

If you regret your changes or you don’t want to save the added/modified parameters, click on the Cancel button.

• Edit proficiency levels

1. Choose Resource administration  under Administration .
2. Click first on the tab Roles management and then on the tab Proficiency levels.
3. Select the proficiency level you want to edit by checking the checkbox for the desired proficiency level and then click on the button Edit proficiency level  in the toolbar.
4. Edit Proficiency level and/or Description, in the Edit proficiency level pop-up window.
5. Click on the Save button.

If you regret your changes or you don’t want to save the added/modified parameters, click on the Cancel button.
 

• Disable/Enable proficiency level

1. Choose Resource administration  under Administration .
2. Click first on the tab Roles management and then on the tab Proficiency levels.
3. Select the proficiency level you want to disable/enable by checking the checkbox for the desired proficiency level and then click on the button Disable proficiency level  to disable it or Enable proficiency level  to enable it. NOTE: If a proficiency level is disabled, it means that it is not possible to assign the proficiency level to any resource, (the proficiency level is not selectable when adding new or edit previously proficiency level assignment), but existing resources who has been assign this proficiency level will keep the proficiency level assignment.

• Delete proficiency level

1. Choose Resource administration  under Administration .
2. Click first on the tab Roles management and then on the tab Proficiency levels.
3. Select the proficiency level you want to delete by checking the checkbox for the desired proficiency level and then click on the button Delete proficiency level  in the toolbar. NOTE: If at least one resource has been assigned to the selected proficiency level, the proficiency level will only be disabled, (the proficiency level is not selectable when adding new or edit previously proficiency level assignment), but existing resources who has been assign this proficiency level will keep the proficiency level assignment. If the selected proficiency level has not been assigned to any resource the proficiency level will be removed completely from the list.
4. Click on the Yes button to delete.
5. Click on OK to confirm.

 

Roles Assignment

 

1. Choose Resource administration  under Administration .
2. First click on the tab Roles management and then on the tab Roles Assignment.
3. A list of all the users/resources is shown in the main window. Here you can edit the values directly in the list:
   1. In the Role field you select and assign a role to one resource.
   2. In the Role % field you define what portion, (of the total working time), a resource work within the assigned role.
   3. In the Proficiency level field you define the proficiency level of the resource role.
   4. Additional Roles, (if a resource has been assigned to more then one role, you can defined the other roles and their roles %):
      1. Click on the … button.
      2. Click on the Add button, in the Additional Roles pop-up window.
      3. Select Role, define Role % and select Proficiency Level.
4.  Click on the Save button.

If you regret your changes or you don’t want to save the added/modified parameters, click on the Cancel button, or click and answer No when the question Do you want to save the changes made? shows up when you try to change the view.
 

Skill management

 

Categories

 

• Add skill category

1. Choose Resource administration  under Administration .
2. Click first on the tab Skill management and then on the tab Categories.
3. Click on the button Add skill category  in the toolbar.
4. Add a Category name for the new category, in the Add skill category pop-up window.
5. Add a Description for the new category.
6. Click on the Save button.

If you regret your changes or you don’t want to save the added/modified parameters, click on the Cancel button.

• Edit skill category

1. Choose Resource administration  under Administration .
2. Click first on the tab Skill management and then on the tab Categories.
3. Select the category you want to edit by checking the checkbox for the desired category and then click on the button Edit skill category  in the toolbar.
4. Edit Category name and/or category Description, in the Edit skill category pop-up window.
5. Click on the Save button.

If you regret your changes or you don’t want to save the added/modified parameters, click on the Cancel button.
 

• Disable/Enable one skill category

1. Choose Resource administration  under Administration .
2. Click first on the tab Skill management and then on the tab Categories.
3. Select the category you want to disable/enable by checking the checkbox for the desired category and then click on the button Disable skill category  to disable it or Enable skill category  to enable it. If a category is disabled, it means that it is not possible to assign the category to any skill, (the category is not selectable when adding new or edit previously skill assignment), but existing skill who has been assign this category will keep the skill assignment.

• Delete category

1. Choose Resource administration  under Administration .
2. Click first on the tab Skill management and then on the tab Categories.
3. Select the category you want to delete by checking the checkbox for the desired category and then click on the button Delete skill category  in the toolbar. NOTE: If at least one skill has been assigned to the selected category, the category will only be disabled, (the category is not selectable when adding new or edit previously skill assignment), but existing skills who has been assign this category will keep the category assignment. If the selected category has not been assigned to any skill the category will be removed completely from the list.
4. Click on the Yes button to delete.
5. Click on OK to confirm.

 

Skills

 

• Add skill

1. Choose Resource administration  under Administration .
2. Click first on the tab Skill management and then on the tab Skills.
3. Click on the button Add skill  in the toolbar.
4. Add a Skill name for the new skill, in the Add skill pop-up window.
5. Select a Category from the category drop-down menu.
6. Add a Description for the new skill.
7. Click on the Save button.

If you regret your changes or you don’t want to save the added/modified parameters, click on the Cancel button.

• Edit skill

1. Choose Resource administration  under Administration .
2. Click first on the tab Skill management and then on the tab Skills.
3. Select the skill you want to edit by checking the checkbox for the desired skill and then click on the button Edit skill  in the toolbar.
4. Edit Skill name, Category and/or skill Description, in the Edit skill pop-up window.
5. Click on the Save button.

If you regret your changes or you don’t want to save the added/modified parameters, click on the Cancel button.
 

• Disable/Enable skills

1. Choose Resource administration  under Administration .
2. Click first on the tab Skill management and then on the tab Skills.
3. Select the skill you want to disable/enable by checking the checkbox for the desired skill and then click on the button Disable skill  to disable it or Enable skill  to enable it. If a skill is disabled, it means that it is not possible to assign the skill to any resource, (the skill is not selectable when adding new or edit previously skill assignment), but existing resources who has been assign this skill will keep the skill assignment.

 

• Delete skill

1. Choose Resource administration  under Administration .
2. Click first on the tab Skill management and then on the tab Skills.
3. Select the skill you want to delete by checking the checkbox for the desired skill and then click on the button Delete skill  in the toolbar. NOTE: If at least one resource has been assigned to the selected skill, the skill will only be disabled, (the skill is not selectable when adding new or edit previously skill assignment), but existing resources who has been assign this skill will keep the skill assignment. If the selected skill has not been assigned to any resource the skill will be removed completely from the list.
4. Click on the Yes button to delete.
5. Click on OK to confirm.

 

Skill levels

 

• Add skill level

1. Choose Resource administration  under Administration .
2. Click first on the tab Skill management and then on the tab Skill levels.
3. Click on the button Add skill  level in the toolbar.
4. Add a Skill level, in the Add skill level pop-up window.
5. Add a Description for the skill level.
6. Click on the Save button.

If you regret your changes or you don’t want to save the added/modified parameters, click on the Cancel button.

• Edit skill level

1. Choose Resource administration  under Administration .
2. Click first on the tab Skill management and then on the tab Skill levels.
3. Select the skill level you want to edit by checking the checkbox for the desired skill level and then click on the button Edit skill level  in the toolbar.
4. Edit Skill level and/or Description, in the Edit skill level pop-up window.
5. Click on the Save button.

If you regret your changes or you don’t want to save the added/modified parameters, click on the Cancel button.
 

• Disable/Enable one skill level

1. Choose Resource administration  under Administration .
2. Click first on the tab Skill management and then on the tab Skill levels.
3. Select the skill you want to disable/enable by checking the checkbox for the desired skill level and then click on the button Disable skill level  to disable it or Enable skill level  to enable it. If a skill level is disabled, it means that it is not possible to assign the skill level to any skill, (the skill level is not selectable when adding new or edit previously skill assignment), but existing skills who has been assign this skill level will keep the skill assignment.

 

• Delete skill level

1. Choose Resource administration  under Administration .
2. Click first on the tab Skill management and then on the tab Skill levels.
3. Select the skill level you want to delete by checking the checkbox for the desired skill and then click on the button Delete skill level  in the toolbar. NOTE: If at least one skill has been assigned to the selected skill level, the skill level will only be disabled, (the skill level is not selectable when adding new or edit previously skill assignment), but existing skills who has been assign this skill level will keep the skill assignment. If the selected skill level has not been assigned to any skill the skill level will be removed completely from the list.
4. Click on the Yes button to delete.
5. Click on OK to confirm.

 

User defined fields

 

• Add a new User defined field

1. Choose Resource administration  under Administration .
2. Click on the tab User defined fields.
3. Click on the button Add user defined field  in the toolbar.
4. Enter the name of the new field in Column name.
5. Use the Column Type select box to select the type of information for the new field. You can choose between the following types:
   1. Select – Field will contain a number of predefined selectable values, (add options for the field according to Add/Edit select options for user defined field of the type Select rightmost on the screen).
   2. Checkbox – A checkbox field where the user can check/uncheck the field.
   3. Date – Date field where the user can select a specific date using a date-picker.
   4. Text – A text field where user can insert textual information.
   5. Number – Field that only accepts numbers (characters 0-9 and .).
6. Select if the new field shall be mandatory or not by clicking the corresponding value Yes / No, (i.e. information must be selected/written in the field).
7. Click on Save button to save the changes.

If you regret your changes or you don’t want to save the added/modified parameters, click on the Cancel button.
 

• Edit User defined field

1. Choose Resource administration  under Administration .
2. Click on the tab User defined fields.
3. Select the field you want to edit by checking the checkbox for the desired field and then click on the button Edit user defined field  in the toolbar.
4. Edit the information of the field according to the description in Add a new User defined field above. NOTE: You cannot change the Column Type of an already created field.
5. Click on Save button to save the changes.

If you regret your changes or you don’t want to save the added/modified parameters, click on the Cancel button.

 

• Delete User defined field

1. Choose Resource administration  under Administration .
2. Click on the tab User defined fields.
3. Select the User defined field you want to delete by checking the checkbox for the desired field and then click on the button Delete user defined field  in the toolbar. NOTE: If the field is already in use, it is only possible to disable the field, not to remove it. If you really want to remove the field, please remove all reported information for the field first.
4. Click on the Yes button to delete.
5. Click on OK to confirm.

 

• Move User defined field up or down

1. Choose Resource administration  under Administration .
2. Click on the tab User defined fields.
3. Select the User defined field you want to move by checking the checkbox for the desired field.
4. Use the buttons  or  to move the selected row with the custom field up or down one row in the custom fields grid.

 

• Change order of User defined field

1. Choose Resource administration  under Administration .
2. Click on the tab User defined fields.
3. To change the order of the User defined fields, use drag and drop method to re-order fields in the list.
4. When you got the fields in the desired order, click on the Save order button to save the changes.

 

• Disable/Enable User defined field

1. Choose Resource administration  under Administration .
2. Click on the tab User defined fields.
3. Select the User defined field you want to disable/enable by checking the checkbox for the desired field and then click on the button Disable user defined  field to disable it or Enable user defined  field to enable it. If a defined field is disabled, it means that it is no longer possible to enter values for it (it will not be shown when adding new or edit resource information), but all previously defined resource information where the disabled user custom fields has been used is still available.

 

Resource List

 

User resources

This is a compiled list of all User resources in the portal. Here you can overlook the Resource name, Email and Work time per day. It is not possible to edit the information in this view.

 

Contact resources

 

•  Edit Contact resources

 

1. Choose Resource administration  under Administration .
2. Click first on the tab Resource List and then on the tab Contact resources.
3. Select the resource you want to edit by checking the checkbox and click on the button Edit Contact Resource in the toolbar.
4. Select the information you want to edit in the window Update Contact Resource.
   1. In the Resource name field you can edit the contact resource name. NOTE: This information is mandatory.
   2. In the Daily Availability field you set the daily availability for the contact resource. NOTE: This information is mandatory.
   3. In the Fixed cost field you set the fixed cost for the contact resource if you want.
   4. In the Hourly cost field you set the hourly cost for the contact resource if you want.
   5. In the Role field you can choose one of the roles you created and add to the contact resource.
   6. In the Currency field you can choose between the currencies you added to the portal and associate it with the contact resource.
5. Click on the Save button.

If you regret your changes or you don’t want to save the added/modified parameters, click on the Cancel button.

 

Custom defined resources

• Add Custom defined resources

1. Choose Resource administration  under Administration .
2. Click first on the tab Resource List and then on the tab Custom defined resources.
3. Click on the button Add Custom defined resource in the toolbar.
4. Select the information you want to add in the window Add custom defined resource:
   1. In the Resource name field you can add the custom defined resource name. NOTE: This information is mandatory.
   2. In the Daily Availability field you set the daily availability for the custom defined resource. NOTE: This information is mandatory.
   3. In the Fixed cost field you set the fixed cost for the custom defined resource if you want.
   4. In the Hourly cost field you set the hourly cost for the custom defined resource if you want.
   5. In the Currency field you can choose between the currencies you added to the portal and associate it with the custom defined resource.
   6. In the Select a visibility field you can choose the visibility for the custom defined resource. Choose between Visible to Portal, Visible to Lobby or Visible to Selected Rooms. If you choose Visible to Selected Rooms you get the possibility to choose in which room the resource would be visible by checking the checkboxes. NOTE: This information is mandatory.
   7. If you added some own User defined fields it will show below Select a visibility.
5. Click on the Save button.

If you regret your changes or you don’t want to save the added/modified parameters, click on the Cancel button.

 

• Edit Custom defined resources

 

1. Choose Resource administration  under Administration .
2. Click first on the tab Resource List and then on the tab Custom defined resources.
3. Select the resource you want to edit by checking the checkbox and click on the button Updatein the toolbar.
4. Select the information you want to edit in the window Update.
   1. In the Resource name field you can edit the custom defined resource name. NOTE: This information is mandatory.
   2. In the Daily Availability field you set the daily availability for the custom defined resource. NOTE: This information is mandatory.
   3. In the Fixed cost field you set the fixed cost for the custom defined resource if you want.
   4. In the Hourly cost field you set the hourly cost for the custom defined resource if you want.
   5. In the Currency field you can choose between the currencies you added to the portal and associate it with the custom defined resource.
   6. In the Select a visibility field you can choose the visibility for the custom defined resource. Choose between Visible to Portal, Visible to Lobby or Visible to Selected Rooms. If you choose Visible to Selected Rooms you get the possibility to choose in which room the resource would be visible by checking the checkboxes. NOTE: This information is mandatory.
   7. If you added some own User defined fields it will show below Select a visibility.
5. Click on the Save button.

If you regret your changes or you don’t want to save the added/modified parameters, click on the Cancel button.

NOTE: If you intend to assign a Custom defined resource in the Resource Planner you have to fill in all the parameters for the Custom defined resource. Otherwise the Custom defined resource won’t show up in the list with assignable resources.

 

• Delete Custom defined resources

1. Choose Resource administration  under Administration .
2. Click first on the tab Resource List and then on the tab Custom defined resources.
3. Select the Custom defined resource you want to delete by checking the checkbox for the desired resource and then click on the button Delete  in the toolbar.
4. Click on the Yes button to delete.
5. Click on OK to confirm.