🔍 Overview
The Staff Scheduler is a visual planning tool that helps you manage staff mobilisations, leave, and swing (rest) periods across jobs, locations, and timeframes.
Staff appear as rows, and their mobilisations are displayed on a timeline so you can easily see who is working, where they are assigned, and when.
📍 Accessing the Staff Scheduler
You can access the Staff Scheduler from the main menu:
Schedules → Staff Scheduler
✨ Key Features
👀 Visual Timeline Interface
Each staff member appears as a row
The timeline shows days, weeks, or months
Event types include:
Mobilisations (staff assignments)
Leave events (if enabled)
Swing / rest periods
Day markers for accommodation, flights, and vehicles
Why this is useful:
You get a clear, visual overview of staff availability and assignments at a glance.
🔎 Staff Filtering & Grouping
Filtering Options
You can filter staff by:
Department
Staff member
Role
Job
Location
Client
Shift type
Date range
Mobilisation status (Draft / Finalised)
Checklist gaps (missing accommodation, flights, vehicles, or qualifications)
Why this is useful:
Helps you focus only on the staff and mobilisations you need to see.
👥 Grouping Options
By Role: Default view
Custom Groups: Create your own groups (e.g. shutdown crews)
Groups can be expanded or collapsed to keep your scheduler organised.
📅 Managing Mobilisations
➕ Creating a Mobilisation
You can create a mobilisation by:
Clicking on an empty cell in the timeline
Or using the Add Mobilisation button
Each mobilisation includes the following tabs:
Details: Job, location, client, shift type, dates & times
Notes: Notes visible to staff in their app
Accommodation: Booking details & attachments
Flights: Fly-in and fly-out details
Vehicles & Assets: Assign vehicles & require pre-starts
Qualifications: View & update required site qualifications
✏️ Editing Mobilisations
Double-click a mobilisation
Or right-click → Edit
Changes are saved as Drafts until finalised.
📋 Copying Mobilisations
Right-click → Copy
Choose another staff member and date
Edit if needed before saving
Great for repeating similar schedules.
✂️ Splitting Mobilisations
For mobilisations longer than 24 hours:
Right-click → Split
Choose where to split the mobilisation
Some restrictions apply for night shifts and first/last days.
🗑️ Deleting Mobilisations
Right-click → Delete
Draft mobilisations can be deleted instantly
Finalised mobilisations may require permission
🖱️ Dragging & Resizing
You can:
Drag mobilisations to new dates or staff
Resize them to change start/end times
Tooltips show exact times while editing.
🔁 Mobilisation Status
📝 Draft
New mobilisations start as Draft
Not visible to staff
Can be edited freely
Right-click → Finalise Mobilisation
✅ Finalised
Visible to staff
Appears in staff dashboards
Can be reverted to Draft if needed
🏠✈️🚗 Icons & Visual Indicators
Checklist Icons
Each mobilisation can show icons for:
🏠 Accommodation
✈️ Flights
🚗 Vehicles
🎓 Qualifications
These show whether each item is completed or missing.
📍 Day Markers
Icons can also appear under each day to show bookings at a glance.
You can toggle these on/off using Markers.
⚠️ Expired Qualifications
A red warning icon appears next to staff with expired qualifications.
Click it to update their details.
🛌 Leave & Swing Events
Leave appears if enabled
Swing events show rest periods
⚙️ View Preferences
Density Modes
Default: Standard view
Compact: Shows more staff at once (hides markers)
Markers Bar
Toggle on/off
Hidden in Compact mode
Saves per user
Date Navigation
Move forward/back in time
Zoom day/week/month
Use mini calendar
🚀 Advanced Tools
Bulk Actions
Copy mobilisations to multiple staff
Apply roster patterns
Update multiple entries at once
Roster Patterns
Save recurring schedules and apply them easily.
Conflict Detection
The system warns you about:
Overlapping mobilisations
Fatigue rule issues
Checklist Tracking
Filter mobilisations by missing:
Accommodation
Flights
Vehicles
Qualifications
Notes & Attachments
Notes appear in tooltips and staff apps
Attach files to accommodation and flights
✅ Best Practices
Recommended Workflow
Set your date range
Filter by department or role
Create Draft mobilisations
Complete checklist items
Check for conflicts
Finalise mobilisations
Helpful Tips
Use Compact mode for large teams
Group staff by role or custom teams
Use checklist filters to avoid missing bookings
Always review qualifications before finalising
🛠️ Troubleshooting
Scheduler Not Loading
Refresh the page
Check permissions
Try another browser
Events Missing
Check your date range
Review filters
Ensure mobilisation is finalised
Changes Not Saving
Complete required fields
Check for validation errors
Performance Issues
Reduce date range
Use filters
Switch to Compact view