Total Party Planner allows you to select which Staff members will work a particular event and to assign them specific job duties for that event. Wages and Client charges (if invoiced) associated to the hired title for the employee will be calculated automatically for view in the financial module and invoice.
Step 1 : Select an Event to Add Staff
1. Select the ‘Event> Full Search’ option from the Navigation Bar.
Helpful Hint: To quickly load the previously viewed Event, use the ‘Event> Previously Selected’ option from the Navigation Bar.
2. Narrow the Events displayed in the grid by changing the elements in the search box to match your search and clicking the ‘Search’ button. Refer to the topic Event Selection for more detailed information on searching for an Event.
3. Click the ‘View’ link on the event you would like to add the Staff member to.
Step 2 : Adding Staff to an Event
1. Click on the ‘Hire Staff’ tab.
2. Click the ‘Add to/Update Event Staff’ link.
· Option #1: Hire the title only (no staff member). For billing purposes you may want to simply hire a title and a quantity (ex: 6 wait staff and 2 bartenders). In this case enter the desired ‘Quantity:’ in the text box.
· Option #2: Hire a specific staff member. All Staff member who match that job title appear in the ‘Active Staff to Hire:’ window. Inactive employees do not appear. Refer to the topic Staff to build a job titles, wages and then assigning them to employees.
3. Choose a Staff Title from the ‘Staff Title’ drop-down list. For billing purposes you may want to simply hire a title and a quantity (ex: 6 wait staff and 2 bartenders). In this case enter the desired ‘Quantity’ in the text box.
4. Optionally you can select a specific staff member for the selected title from the ‘Staff Member’ drop-down list.
5. Optionally select the appropriate arrival and departure time from the ‘Scheduled Arrival’ and ‘Scheduled Departure’ drop-down lists, or you may enter in the times manually.
6. Select the ‘Bill Flat Rate’ if you would like to ignore the hours and bill the client at a flat rate. This bills the client the price you set for the title, regardless of hours billed.
7. If this staff member is to be invoiced (see option below), the ‘Billed Hours’ are the number of hours the client will be billed for.
8. Enter in the amount you wish to charge the client in the ‘Client Rate’ field.
9. The ‘Calculate’ button is used if you would like to automatically have the billed hours to match the scheduled hours.
10. Select the ‘Pay Flat Rate’ if you would like to ignore the hours and pay the employee at a flat rate.
11. ‘Pay Hours’ & ‘Pay Rate’ are the wage and number of hours the staff member will be paid for. Use this as a shortcut to entering the scheduled arrival and departure times.
Helpful Hint: Modifying the wage for the Staff member will only be effective for that particular Event.
12. ‘Invoice Client?’ If this staff title should be invoiced to the client, check the checkbox. The invoiced hours will equal the scheduled hours, however, you may adjust the client billed hours accordingly.
13. ‘Confirmed?’ If the staff member is confirmed to work check this box.
14. Click the ‘Hire Title or Staff Member’ button.
Step 3 : Viewing & Removing Current Event Staff (From Add Mode)
1. Click on the ‘Hire Staff’ tab.
2. Click the ‘Add to/Update Event Staff’ link.
3. Click the ‘Current Event Staff’ tab to view the staff currently assigned to the Event.
4. To remove any staff from the Event, select the checkbox for the staff you would like to remove.
5. Click the ‘Remove Staff From Event’ button.
6. Click the ‘Back to Event’ button to go back to viewing the event.
Helpful Hint: To update other modules without going back to the Event, hover over the ‘Add To/Update Other Areas’ and select an option from the list.
Step 4 : Editing Event Staff Data
1. From the Event view screen, click the ‘Hire Staff’ tab.
2. Click the ‘Edit’ hyperlink on the staff member you wish to edit data for.
3. Refer to Step 2 above for more detailed information on editing Staff.
4. Click the ‘Save’ button, or ‘Cancel’ to rollback any changes.