The capacity planning calculates with the hours your employees are really available. You record those hours on the page Medewerkers & beschikbaarheid (Employees & availability): per employee a profile, a default schedule, temporary schedules and absence. The Beamcore interface is in Dutch, so button and menu names are shown in Dutch with a translation.
Who can manage this
Go to Capaciteit → Medewerkers & beschikbaarheid (Capacity → Employees & availability). You need the permission Medewerkers, roosters en afwezigheid beheren (Manage employees, schedules and absence) for this. Owners always have it, the role admin has it by default. The list contains all users of your company, except those who are only klant (customer) or aannemer (contractor).
The overview
At the top are four tiles: Actieve medewerkers (Active employees), Roosteruren deze week (Scheduled hours this week), Afwezig deze week (Absent this week) and Zonder eigen rooster (Without own schedule). The table shows per employee the team, the contract hours, the schedule per week, the available hours this week, absence this week and the status. You filter on Team and Actief (Active).
If the schedule says Bedrijfsstandaard (Company default), that employee has no schedule of their own. Beamcore then calculates from Monday up to and including Friday with the default working day of your company.
Managing an employee
- Click Beheren (Manage) next to the employee.
- Fill in the details under Profiel (Profile): Functie (Job title), Team of afdeling (Team or department), Contracturen per week (Contract hours per week), Start dienstverband (Start of employment), Einde dienstverband (End of employment) and Vaardigheden (Skills). You create a new team straight away with + Nieuw team (+ New team).
- Under Standaardrooster (Default schedule), fill in the working time in hours for each weekday. Half hours are allowed, for example 7.5. Leave a day off empty.
- Click Opslaan (Save).
Good to know:
- The contract hours are informative. The capacity comes from the schedule.
- If you switch Actief off, the employee no longer counts in the capacity.
- Outside the period between start and end of employment the employee has no available hours.
- If your company uses time tracking with weekly submission, you also choose the Goedkeurder van uren (Approver of hours) here.
Temporary schedules
Does someone work differently for a period, for example fewer days? Then open Tijdelijke roosters (Temporary schedules) and click Tijdelijk rooster toevoegen (Add temporary schedule). Fill in Van (From), Tot en met (Up to and including), optionally an Omschrijving (Description) and the hours per weekday. In that period the temporary schedule applies instead of the default schedule. The default schedule is kept. Two temporary schedules of the same employee may not overlap.
Recording absence
You add absence in the employee's window, or with the button Afwezigheid toevoegen (Add absence) at the top right of the page. You fill in:
- Soort (Type): Vakantie (Holiday), ADV of roostervrij (Reduced working hours or scheduled day off), Ziekte (Illness), Opleiding (Training) or Overige afwezigheid (Other absence).
- Van and Tot en met.
- Uren per dag (Hours per day). If you leave this empty, the absence applies to the whole day.
- Notitie (Note). Do not put medical details here.
Absence is deducted from the scheduled hours of that day. On a day without scheduled hours, absence does not count.
What an employee sees
Every employee sees their own details under Mijn account → Mijn gegevens (My account → My details), in the block Mijn beschikbaarheid (My availability). It shows the default schedule per day with the total per week, any temporary schedules and the registered absence with type, period and hours. The note on an absence is not shown there. The block is read-only. If something is not right, an administrator changes it. Customers and contractors do not see this block.