Summary
Resources are one of the key components of ShowMgr's system. Users can manage their own information via the Crew Portal, whereas an Admin or specific users can manage resources via the Resources section of ShowMgr. This article lists some of the common questions around Resources and provides links to some other useful articles in our Help Center. If it doesn't answer your questions, just contact us and we'll do our best to help
How do I book time off for someone else?
In order to book time off for you or someone else, you will need to create an appointment booking for approval in the system. See our article on Managing Appointments: Scheduling and Approving Time Off for more information.
How do you add accrued hours for paid time off and sick leave?
There are two ways:
- You can set a Time Away Policy in Resources > Time Away Policies. These policies drive the accrual of hours for PTO, sick leave, and more. When you add a new policy to ShowMgr and then assign the policy to a Resource, that Resource will start to accrue hours in accordance with the policy.
- You can navigate to Resources > Work Log where you can see all the records for time utilization per Resource. Here you can also add additional work logs for individuals. For your own personal records, you'll need to navigate to My Portal (see our article on the Crew Portal for more information)
See our article on Managing Appointments for more information.
How can someone request time off so they aren't available for bookings?
Bookings for PTO, sick leave, and more should be scheduled in the system as an appointment booking. These bookings can be created via the Order Grid, the Scheduler, the Admin section, and the Crew Portal. Once the appointment booking has been made, it can be approved by an individual with the appropriate permission levels. See our article on Managing Appointments: Scheduling and Approving Time Off for more information.
How can I assign a work schedule (aka shift) to a Resource?
In ShowMgr it is possible to create and assign shifts to individuals and groups of Resources, which help to inform those responsible for booking Resources about possible scheduling conflicts, availability, and more. Please see our articles on Handling shift management directly in the Scheduler, Assigning Shifts to Resources and Creating Shift Templates for more information.
How do you assign a salary to an employee so it can calculate margins on a job?
You can manage a Resource's salary by managing the resource rate card for that Resource's position.
How do you add a hourly / daily rate to a freelancer?
You can add an hourly or daily rate to a freelancer by creating a resource rate card for that resource in the Finance/Accounting section. For more information on rates see our article System Rates and Rate Cards
Can I associate an Asset directly with a Resource?
Unfortunately there is no direct link between Assets and Resources. While it is a functionality ShowMgr is investigating for the future, at this stage, the most utilized option is to create a Package that contains the Resource and the Asset. In this case, you can book the Package on a new Order so it will include the Resource and the Asset. You can also add Associated Assets to a Resource's profile in the Resource Management section of ShowMgr, however it is not a hard link and will not cascade through the system.
If I assign a Resource to a Project or Parent Order will other Orders under that Project will show up in MyPortal or will we need to assign the Resource to each order separately?
If you assign a Resource to a Project, then just the Project will show in their portal. The Resource could however open the Project and then view the Project's Orders from the orders tab within the Project. You could also give them access to the order calendar where they can search for a project and it will show the Project's Orders.
The person who creates the Project will see it in the "Calendar" if they set the My Contact Type = "Created By" on the calendar filter. The Resource will only see the project on "My Portal" if they are booked as an Element. The portal doesn't look at the contact types (created by, etc) for the project. It only looks at the Bookings.
If nothing shows up in a Resource's schedule, what should I do?
If nothing shows up on a Resource's schedule and it's supposed to make sure to check that his/her User Account is associated to the correct Resource. This is located in Admin > Users > User Accounts and can be found by opening the individual's account and checking its associated Resource. If it is incorrect, select the "x" next to the dropdown to clear it's incorrect association. Then, use the same dropdown to select the proper Resource.
How do I configure status transitions for Resources?
Resource booking statuses are not transitioned but rather exist on the same single level. A transition would require a record to be in a certain state before the other statuses appear. The ShowMgr system does not have this transition logic for Resource Bookings.
Instead, you can configure statuses for Resource Bookings in System Settings. Here is a useful article on setting up Order and Resource transitions: Status Transitions for Order Classes and Resources
How do you add an NDA or a W9 to a Resource?
You can add and manage a Resources documents (such as as an NDA or a W9) via ShowMgr's Resources > Manage Resources section. Double-click the Resource name to open their personal information. Scroll down to and click on Documents. Click Modify and Add Document to browse for and upload the desired document/s. Click Submit to save