Assignment templates plan the resources and staff for the departures of a product. You set up a template once, and PaxFlow uses it for each departure at the start times that you select. A product can have one template for each start time, or more than one template.
Open assignment templates
Go to Settings > Products.
Click the name of the product.
Click the Assignments tab. The assignment templates of the product show.
Create an assignment template
Click Add Template. A new template opens.
In the name field at the top of the template, enter a name.
Under Start times, click the start times field and select the start times for this template. To select all of them, click Select all. If you select all start times, the template also applies to start times that are added to the product later.
Under Resource, select the resource that each departure needs:
No resource: staff only.
Best available match: any free resource of the type and labels that you choose. Select a Resource type. To require labels, click Add label under Must also have.
A specific resource: the same resource every time. Select the resource.
To reserve the resource before and after the departure, click Add setup and pack-down time. Then enter the minutes in Reserved before departure and Reserved after departure.
Under Staff groups, select how many staff groups each departure gets:
As bookings come in: counts the guests booked so far. A new group opens each time the last group is full.
From seats for sale: plans groups for a full departure before anyone books.
Always the same number: bookings do not change the number of groups.
Then set the size of a group in the row One group per. Enter a number and select guests or vehicles needed, for example One group per 30 guests. If you select vehicles needed, also enter the number of seats per vehicle. To plan a minimum number of groups for each departure, click Set a minimum number of groups and enter the number.
If you selected Always the same number, enter the number of groups in the Always row. The group size row then reads Warn when one group has more than.
After you add staff in step 6, these labels use the name of the first role with One per group, for example One captain per and Set a minimum number of captains. If you selected a resource in step 4, this row shows Set by the resource above: each resource gets its own staff.
Under Staff, click Add staff. A new role row shows, with a position already selected and One per group next to it. Select the position that you need, for example Captain. Do this again for each role.
For each role, keep One per group or select Fixed number and enter the number. PaxFlow adds a role with a fixed number once for each departure. If you selected a resource in step 4, the role shows One per resource instead.
To require skills or to change the shift times of a role, click Add skills or shift times. Under Required skills, click Add skill. In Shift starts before departure and Shift ends after departure, enter the minutes that you add to the shift.
Look at the Automation row. It shows what PaxFlow does for new and changed departures. On a new template, the switches Assign the resource automatically and Create staff shifts automatically are on. To plan by hand, turn off a switch.
Create staff shifts automatically shows after you add staff. On a template with a resource, Assign the resource automatically stays on while Create staff shifts automatically is on. The line at the bottom of the template sums up the settings, for example 1 captain per 30 guests, added as bookings come in. Staff shifts are created automatically.
Click Create Template. The message Template created successfully appears. The template closes and shows in the list.
A closed template shows a summary of its settings: Start times, Groups or Resource, Staff, and Automation.
If a value is missing, the template shows what to fix, for example Enter a template name or Select at least one start time.
To learn how to make labels and skills, see Creating a new label.
Edit an assignment template
Click the template to open it.
Change the settings. Unsaved changes shows on the template.
Click Save Changes. To undo your changes, click Discard changes.
To change the name, click the pencil icon next to the name. To close the template, click the arrow icon in the top right of the template.
Duplicate or delete an assignment template
On the template, click the actions menu (three dots).
Click Duplicate or Delete.
A duplicate gets the name Copy of and the name of the template. The copy is not saved yet and has no start times. A specific resource is not copied. Select the start times, then click Create Template.
To delete a template, click Delete in the window Delete Assignment Template?. You cannot undo this.
Assignment templates on departure groups
A departure group template can also have assignment templates. They plan resources and staff for every group that is made from the departure group template. See Departure groups.
A start time can also be in a departure group template that has assignment templates. In this case, both sets of templates apply, and PaxFlow could plan staff and resources twice. When you save a template for these start times, a window opens and lists the templates of the departure group. If one or more of the listed templates assign automatically, click Turn off auto-assign on these and save to stop them from planning, or click Save anyway to keep both. If all of them have auto-assign off, click Save. To go back without saving, click Cancel.
Notes
If Products is gray in the Settings menu, your user group does not have access to it. To get access, ask an admin in your company to change your user group in Settings > User groups.
If the Automation row has no switches, ask PaxFlow support about automatic assignment for your company.