What is a Staff Clash?

This article outlines what a Staff 'Clash' is and where Clash warnings are displayed in SupportAbility. It also covers how Staff Clashes may be managed when creating Activities or rostering Staff in existing Activities.

Audience: All


Summary

The following list summarises the content of this article. Click on the links below to take you to the relevant sections:


What is a Staff 'Clash'?

 A 'Clash' occurs when a Staff Member is rostered into multiple Activities occurring at the same or overlapping dates and times.

Warnings are displayed in various places in SupportAbility to alert Staff when creating an Activity or reviewing a Roster in an existing Activity that a Staff Member is already rostered for another Activity at this time.

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Can Staff continue to be added to an Activity where there is a Clash?

Staff can still be added to an Activity when there is a Staff 'Clash':

However, various indications of the Clash will display in the Activity to alert Staff when managing the Roster, as follows:

  • A 'Warning' bar will appear at the top of the Activity record displaying the relevant badge e.g. '1 Staff Clash':

  • The 'Conflicting Activities' Activity Icon will display in line with the relevant Staff Member in the 'Clashes' and the 'Status' columns in the Staff section of the Activity:

    N.B. Selecting either the Warnings bar at the top or the Clash icon in the Staff section will open the 'Activity Warnings' window displaying details of and a link to the conflicting Activity.

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How are Staff Clashes indicated when rostering Staff?

When rostering Staff in an Activity, Staff Clashes are indicated in several places and in various formats to alert Staff that a Staff Member is already rostered into another Activity with a corresponding date and time. 

A Clash is indicated by the 'Conflicting Activities' Activity icon which displays in the Clashes column:

The Warnings bar will also display at the top of the Activity records showing the Staff Clash badge:

Details of the Staff Clash may be viewed by selecting either the Conflicting Activities icon or the Warnings bar.  

These indicators of a Clash are displayed in the following places in SupportAbility, the Activity creation wizard, the Change Activity Staff window, the Staff section of an Activity, and the Activity Staff Report export. 

More detailed information about this functionality is outlined below.

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Activity creation wizard

When creating a new Activity and adding Staff in Step 2 of the Activity creation wizard, the 'Clashes' column displays the 'Conflicting Activities' Activity icon for any Staff who are rostered for another Activity occurring at the same or overlapping date and time.

Information about 'Clashing Activities' is always displayed below the Staff Member's name for reference:

Selecting the target icon will navigate to the other Activity record for viewing more details or updating the Roster there:

Selecting the down-arrow in the 'Availability' column will display the Staff Member's Standard Availability:

A Staff Member can continue to be rostered into an Activity by checking the box next to the Staff Member's name, as the Clash warning is for informational purposes only: 

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Existing Activity

When a Staff Member has been rostered into multiple Activities occurring at the same or overlapping date and times various indications are displayed in an Activity to alert Staff managing the Roster, as follows:

  • A 'Warning' bar will appear at the top of the Activity record displaying the relevant badge e.g. '1 Staff Clash':

  • The 'Conflicting Activities' Activity Icon will display in line with the relevant Staff Member in the 'Clashes' and the 'Status' columns in the Staff section of the Activity:

Selecting either the Warnings bar at the top or the Clash icon in the Staff section will open the 'Activity Warnings' window displaying the details of and a link to the conflicting Activity:

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 Signed Off Activity 

Once the Activity Sign Off has been performed the Conflicting Activities icon will no longer display in the Clashes or Status columns, as the Clash is deemed no longer relevant:

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Change Activity Staff window

The Conflicting Activities Activity icon will also display in the 'Clashes' column of the 'Change Activity Staff' window after selecting the Change button to update a Staff Member in an existing Activity:

Selecting the down-arrow in the 'Availability' column will display the Staff Member's Standard Availability and the Clashing Activities details:

Selecting the target icon in the Clashing Activities section will navigate to the conflicting Activity record.

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Activity Staff Report Export

While a Clash is not indicated in the onscreen results of the Activity Staff Report when a Staff Member has been rostered into multiple Activities at the same or overlapping dates/times, the Activity Staff Report export displays this information in the 'Staff Clashes' column as follows:

  • Yes' - indicates one or more Clashes exist with this Activity for this Staff Member
  • 'No' - indicates there are no Clashes with this Activity for this Staff Member 
  • 'Blank' - indicates that the Activity Sign Off has been performed and hence the previous Staff Clash status (Yes or No) is now deemed irrelevant, and the field is left blank

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