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?
- How are Staff Clashes indicated when rostering Staff?
- Where does the Conflicting Activities icon display
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.
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.
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. 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.
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:
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:
Signed Off Activity
Once the Activity Sign Off has been performed the Conflicting Activities icon will change colour from red to grey, however, it will still display in the Clashes and Status columns, to assist with payroll to ensure Staff Members are not paid twice.
Selecting the Conflicting Activities icon button will open the Activity Warnings window which displays details of the conflicting Activity along with a link to this Activity:
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.
Where does the Conflicting Activities icon display
The Conflicting Activities icon displays in several places as follows:
- The Activity Staff Report onscreen results and export
- The Time Sheet Batch onscreen results and Detailed Time Sheet export
More detailed information about this is outlined in the following sections.
Activity Staff Report onscreen results and export
When a Staff Member has been rostered into multiple Activities at the same or overlapping dates/times, the Activity Staff Report onscreen results display the Conflicting Activities icon
in the Status column:
The Activity Staff Report export, downloadable from the Actions menu, also 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
The Time Sheet Batch onscreen results and Detailed Time Sheet export
When a Staff Member has been rostered into multiple Activities at the same or overlapping dates/times, the 'Staff Clashes' column in the onscreen results will display 'Yes' to indicate there is a Staff Clash:
This is designed to assist Staff in processing payroll to ensure Staff Members are not paid twice. Staff have the opportunity to review these Activities in the system prior to generating the Time Sheet Batch and only include the relevant ones.
The Detailed Time Sheets export, downloadable from the Actions menu once the Time Sheet Batch has been generated, also includes a column 'Staff Clashes' towards the end of the export file where this information can be reviewed:
