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Staff bookings are made to Non Charge Activities to pre book time that the individual staff member will be doing other than working on clients. For example, annual holidays, meetings with professional bodies, day release etc.
Note: Staff bookings must be entered prior to the creation of a timesheet.
To modify an existing staff booking:
Log into System Maintenance.
Click Staff.
Select Staff maintenance.
Highlight a staff member.
Click View.
Click the Bookings tab.
Click View.
or alternatively,
Enter the Time or Fees Ledger.
Click File.
Click Staff.
Type in a staff member, or select using the magnifying glass.
Click View.
Select the Bookings tab.
Select a planned staff booking.
Click View.
Displayed is the Staff Time Planned usage entry screen.
To modify an existing planned day off:
Non Charge Activity
Type the a non-charge activity or select using a magnifying glass. For example, AH for annual holiday.
A non-charge activity is used to record that the member of staff is not spending time with clients. A new non-charge can be created if required, or an existing non-charge activity can be modified.
Narrative
Enter a brief description of the staff planned usage. For example, away on holiday for two weeks.
Staff Planned Booking
The staff planned booking can be completed in three ways: Block of time, Weekly, or Adhoc. Click here for further details
Block of Time
Click next to block of time to enable this option. Using the block of time option allows for a range of days that are to be booked off. For example, this is often used for annual holidays, maternity leave etc.
In the from field enter the date that the booking is to begin. For example 22/07/2002. The staff member is taking the whole day off ensure that start day is whole day is selected. If the staff member is working in the morning but is taking a half day ensure that start day is second half of day is selected.
In the To and in the to field enter the date the last day that is to be booked. For example, enter 4/08/2002 for the end date. If the staff member is not due back on this date ensure that end day is whole day is selected. If the staff member is returning for half the day ensure that end day is first half of day is selected
Note: The date entered on the from date must be a day that the staff member is due to be working. This is determined within the staff maintenance screen, within the Rates tab.
Weekly
Click next to weekly to enable this option.
The weekly option allows for a block of time to be booked, but will additional details of whether the morning, afternoon, full day or an entered amount of time for each day of the week. For example, if a staff member regularly has day release on a Friday afternoon.
In the from field enter the date that the booking is to begin, and in to field enter the last day that is to be booked. For example, 1/1/2003 to 31/1/2003.
Displayed on screen is everyday of the week, from Monday to Sunday. For each day of the week decide whether you wish to book off the whole day, first half, second half or enter the amount of time to be booked.
If you do not wish to book off a particular day leave all the options next to the day empty. To remove a selection, pick that option and click Clear.
Note: The days selected must relate to a day the staff member is due to be working. This is determined within the staff maintenance screen, within the Rates tab.
Adhoc
Click to enable this option.
The Adhoc staff bookings should be made for one off occasional bookings. For example, a user group meeting, attendance at a professional bodies etc.
Within the date field enter the date to be booked or select using the magnifying glass. For example, 31/3/2003.
Enter the amount of time to be booked off. For example, 3 hours.
Click OK to save the changes, or Close to exit.