Teamplanner: setting a notification when capacity utilization goes below the set minimum
With Teamplanner, you can create a team, which can be shown separately in the calendar summary. This module also has another functionality, whereby a minimum capacity utilization can be set for that team, and a ‘capacity monitor’ can be appointed, who will be notified when the capacity utilization goes below this set minimum. This means that when too many people request leave from the same team (so that the number of present employees goes below the minimum capacity number) the capacity monitor will be send an email to be notified of this, so they can take action.
When you go to ‘Settings (gear icon top right)’ ⇒ ‘Master data’ ⇒ ‘Custom calendar view’, you will see a list of the teams that exist in the system, if any. By selecting ‘Insert’ you can create a new team. You will be directed to the following screen:
- Name: Enter a clear name for the team.
- Minimum capacity: Set the minimum number of employees needed to run this team here. This way, the system can alert the capacity monitor if too many people will be absent.
- Capacity monitor: Select an employee who is to be the capacity monitor for this team. This means that he/she will receive a notification when the number of people present in a team on a given day is below the minimum capacity number. The capacity monitor can then act upon this by, for instance, making sure that there is a replacement in the team, or asking a team member to take leave another day.
Then add employees the team, and save. You can search for employees by clicking the small gear under ‘Select employees’.
Example: The Service Desk Team needs at least 3 people to run the service desk every day. The name of the team is set as ‘Service desk’. The number 3 is set at ‘minimum capacity’. The manager who manages the employees who are added to the team can also act as capacity monitor in this case, so this person is selected in the dropdown menu. The person with the task ‘office manager’ could also be selected for this task. In the list below, 5 employees who are qualified to run the service desk are added to the team. In this example, 2 of the 5 team members have requested leave on 01/01/2018. This poses no problem, because there are still 3 employees left to work on 01/01/2018, which is the minimum. When another team member requests leave, meaning that the number of service desk employees present on 01/01/2018 goes down to 2, a notification will be sent to the capacity monitor. They can then decide whether to find replacement, or talk to the 3 employees who requested leave to see if something can be arranged so that the capacity utilization will not go below the minimum.
Read more about teams and adding customized calendar views to employees’ calendar summaries here.