How to use Allocations with dates

Scenarios covered by this guide:

How to access the Allocations interface

The Allocations interface can be accessed from a number of locations within TeamForm:

• The Allocations tab on a person’s details:

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• Via Edit allocationsin 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 type your search text:

Click anywhere on the highlighted row to select that team.

Adjust the start date, end date and FTE as desired. The system defaults the start date to today, the end date to ‘ongoing’ (representing an unknown end date) and the FTE to the difference between a person’s capacity and their current allocated FTE.

Once complete, hit the green plus icon to save the new allocation:

The result should look like this:

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:

Past allocations, expanded:

Method 2: using the ‘End allocation’ option:

Select the red cross option at the end of the allocation. Choose ‘End allocation’ if you are an admin, otherwise the allocation will automatically be ended and saved.

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 allocation. Choose ‘Delete (admin only)’

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

Select the FTE field and update 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

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:

1. open the person’s allocation dialog. Showing the original “Onboarders” team with 1FTE

2. 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’

3. create a new allocation to the 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.

An end date can not occur before a start date.

To clear an end date so that an allocation becomes ‘ongoing’, select the blue cross in the from date field:

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:

After selecting the new supply team, click the ‘Change’ button to save. This will remove the person from their previous supply team, and allocate them to the new one.

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