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This page describes how to use memberships Allocations with dates.
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Scenarios covered by this guide:
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How to access the Allocations interface
The Allocations interface can be accessed from a number of locations within TeamForm:
The
Allocationstab on a person’s details:
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Via
Edit membershipsallocationsin the drop down menu next to a person’s name:
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When allocating a person to a team via a team’s details:
Allocating a person to a new team
Click the team search box and add type your search text:
Click anywhere on the highlighted row to select that team.
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Repeat the process to add more allocations.
Ending a person’s allocation to a team
Method 1: Update the end date of an allocation to the day that the person left the team:
Once you have selected your date the allocation will be automatically saved, and if the end date is before today the allocation will move to the ‘Past allocations’ section of the UI:
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Past allocations, expanded:
Method 2: using the ‘End allocation’ option:
Select the red cross option at the end of the membershipallocation. Choose ‘End allocation’ if you are an admin, otherwise the allocation will automatically be ended and saved.
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This will have the same effect as setting the end date of the allocation to yesterday.
Deleting a person’s allocation to a team
Select the red cross option at the end of the membershipallocation. Choose ‘Delete (admin only)’
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This is an admin only feature that will remove the entire membership, and it will no longer show in this UI. A record is kept of this action that is shown in the History tab.
Adjusting the FTE value of a person’s allocation to a team
Simply Select the FTE field and update the value in the FTE field. The new FTE will saved once the FTE field no longer has focus.This will adjust the FTE across the entire duration of the allocation. To change the FTE of an allocation at a point in time, you can set an end date on the existing allocation, and to the desired new FTE. You will be presented with this pop up:
Selecting ‘Apply from today’ will mean that the FTE change only takes affect from today’s date. Once saved, you will see an allocation to the team from today’s date at the new FTE in the current section, and an allocation to the team at the previous FTE in the past section, ending yesterday.
Selecting ‘Backdate to allocation state date’ will apply the FTE change across the entire period of the allocation.
Selecting ‘Apply from custom date’ allows the entry of a custom date that has the same behaviour as ‘Apply from today’, using the custom date selected instead of today.
Allocating a person to an additional team, and rebalancing their FTE across those teams
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this is the recommended approach to changing a person’s allocations to teams. It does not change historical records. |
In this scenario, a person has been allocated to one team “Onboarders” with 1 FTE for the past 6 months.
We now wish to allocate them to a second team “Protectors”, and balance their effort 60% on the original “Onboarders” team (0.6FTE) and 40% on the second “Protectors” team (0.4FTE)
To do this:
open the person’s allocation dialog. Showing the original “Onboarders” team with 1FTE
edit the FTE of the “Onboarders” team and change from 1FTE to 0.6FTE, and ensure ‘Apply from today’ is selected in the FTE popup. Click ‘Save’
create a new allocation to the
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new “Protectors” team with 0.4FTE
Adjusting the start and end date of a person’s existing allocation to a team
Simply update the values in the start and end date fields. The new date will be saved once the selected date field no longer has focus.
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To clear an end date so that an allocation becomes ‘ongoing’, select the blue cross in the from date field:
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Allocating a person to a new supply team
If enabled, this UI can be used to change a person’s supply team. A person can only belong to 1 supply team, and dates are not required to be entered:
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After selecting the new supply team, click the ‘Change’ button to save. This will remove the person from their previous supply team, and add allocate them to the new one.
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Editing Past Allocations
By default, only admin users can edit historical allocation information. This includes:
Changing the start date of an allocation if it is in the past
Changing the end date of an allocation if it is in the past
Changing the FTE of an allocation if it affects a time period in the past
Creating a new allocation with a start date in the past
Deleting an allocation if it affects a time period in the past
Power users can perform all of the above actions on allocations where past data is not affected.
An admin can allow power users to edit past allocation information via the ‘allow users to edit past allocations’ option in Configure workspace → Allocation config:
More information
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