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The crewplanner
In this video we will introduce the extended crew planner module to plan crew and transport on a couple of our projects.
We can use the planner in project for planning as well,
however the crew planner module can be used to keep overview on multiple projects and has more functionality.
If you are not sure if you should use the planner in project
or the extended crew planner module
start with the planner in project and switch to the crew planner module if you are
missing overview on multiple projects
or when you want more functionality.
In this video we will skip the introductions to some concepts as we have introduced these in other videos.
Make sure to watch the other videos on planning and invitations first before watching this video.
The main window shows us all functions for the selected period
grouped by project, in a timeline.
Projects appear in chronological order,
with the project with the first function on top.
Projects in orange have the status option,
crossed projects are cancelled.
That leaves three projects to plan:
a convention, a festival and a dry hire with setup.
In total: multiple functions to plan, both crew and vehicles.
We can change the time period and filter our projects by opening the filters sidebar.
You can select a relative period, like "next seven days"
or select a from / until period and set the dates.
In order to not clutter our screen we can use a filter preset on our period.
In this case we only want to see the projects that need to be planned.
We will click on the preset 'confirmed projects to plan'
which will add filters for confirmed projects
that require crew and vehicles before they are fully planned.
Notice that the cancelled and optional project are now hidden.
We can easily jump in time by clicking the arrow buttons.
One day, or a whole period either forward or backwards.
By clicking the resources button
our crew and vehicles will become visible on the left.
By hovering over a function we can see the exact function times and how many resources we need.
For our first build already one of three is planned,
to see the planning that is already done we can open the rows of a single project by clicking on the project,
or right click and open all rows of all projects.
By selecting a function the availability of our crew becomes visible.
Our availability timeline can be opened for detailed resource availability
and enlarged if needed.
Resources appear here when selected.
There are two ways to plan our crew.
Directly visible for our crew or first invisible.
The first way is to directly plan crew members visible.
In this case all actions are directly visible for our crew in the planning.
The second way is to first plan invisible for our crew and make the planning visible when we are done puzzling.
The main reason to do this is that we might have to make changes
and we don't want our crew to see their planning until we have made all changes.
In this video we will plan invisible first and set the functions to visible later.
How we plan is set with the option selected.
By right clicking on functions or planned crew members we can switch the visibility.
The builder function is red which indicates that there are resources needed.
We need three crew members,
Marc is already planned on the builder function so we need two more.
Mike and Tom are available so let's plan them.
Now the function turns orange and that indicates that there are enough resources planned
but the planning is still invisible.
For the lightning technician function of the convention
we want to filter our crew members with the "lighttechnician" tag.
Now all crew members with this tag are visible.
Let's plan Remco for this function.
For the break we deselect the tag,
and again plan Marc, Mike and Tom.
Now our convention project is planned.
Let's move to our next project.
For the sound technician function of our festival,
Chris is already visible planned and therefore the function is green.
The lightning technician function is orange,
again it indicates that there are enough functions planned but are not visible to crew members.
Next is our dry hire with setup project which also needs a transport.
Here we have a problem since there aren't any crew members available.
It would be very nice if our already planned build and break crew could combine this one.
We called the client and asked if we can deliver earlier and pick up a little later.
They agreed so we can shift our planning.
Instead of going into our project and edit the functions we can drag functions in our crew planner.
This will only affect the planning period of a function and not the usage period,
so the change won't affect our quotes and invoices.
We drag our build function to the left so it doesn't overlap the break function of the convention.
We also drag our transport function to the same time.
The same applies to our break functions.
We select both the break and the transport function and drag them to the right.
We don't think the break will that long so we shorten the time from within our crew planner
by clicking and holding the end and shorten the functions.
Now our crew is available so they can combine these projects so let's plan them.
We select both build and break functions
and click plan for our selected crew.
For our transport we will select both transport functions,
switch to vehicle planning,
and plan the lorry on both transport functions.
We now have a complete planning.
There aren't any more red functions so they all have enough resources planned,
so we will make the planning visible for our crew.
We can do this by selecting the invisible planned crew members,
right click, and switch visibility.
The planning is now visible for our crew in their my schedule or via the calendar sync.
We also want to take a quick look to the planning for a day later
so we go forward one day to continue our planning.
Here are a few functions that need planning.
In this case we don't want to make our planning right away
but do want to be sure that we have enough crew.
First we want to check who is available in this period.
We will select all our crew members to see who is available in the timeline.
Right click on the name in the timeline to remove the crew members who are not available
or have unknown availability.
Since we need quite some crew members for this period
we are going to reserve some of our crew members.
Reservations are shown in the planning of a crew member with a date and time
but they are not connected to a function and project.
In this case we want to let our crew members know they will work in this period for us
without having to plan them on a specific function.
We will plan them on the right functions later.
Once we have all crew we want to reserve we drag the time in the timeline.
A pop-up appears and we can choose the action we want.
In this case we choose mark as reserved to reserve the crew members.
They will see this in their my schedule or in their synced calendar.
We can also choose other actions in the timeline.
We can mark the selected time as available,
unavailable
or unknown availability.
We just reserved Chris but I just spoke to him and he is unavailable.
We will delete his reservation by right clicking and instead mark him as unavailable.
When we don't know the availability of our crew
we can send an invite to request the availability for a time,
or a reservation from the timeline.
Select the needed crew members,
drag the time we need,
select invite,
choose who and click select.
The selected period and crew members are shown.
Additional days can be selected and times for these days can be given.
Here we can invite for availability or reservation.
We can also invite for functions from within the crewplanner as we would in the planning tab from a project
via the actions button.
See the invitations video for more information on this.
To get a good overview of our regular crew
we select the crew we want to see and lock the selection on the timeline.
This way the selected crew members stay in the timeline no matter who or what we select.
We filter the dates we want an overview of
and click the fullscreen button.
We can zoom in or out and check our planning.
If you ever get lost in the colors you can open the legend to see all colors and icons and what they mean.
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