People

People holds the staff records of a propane company: every driver, service technician, dispatcher and office employee, where each one is based, which shift they work, who they report to, and any extra details the office keeps about them. Signing in and deciding what each person may change live in Users, not here.

The left sidebar has two groups. Manage holds Employees and, once time cards are turned on, Timecards. Configure holds Attributes, Departments, Holidays and Shifts.

How to find a person when you need their record

1. Open People. The Employees list opens.
2. Search by name, or filter and sort the columns: First Name, Last Name, Email, Employee Type, Location, Shift and Status.
3. Click a name to open that person. Their record opens on its own page, described in A person's record.

The Status column shows Active for someone who can sign in, Invited for someone who has been sent an invitation and has not accepted it yet, and Inactive for someone who was deactivated or whose invitation was revoked. The status is worked out from the person's account and invitation; nobody types it in.

In the simulated business every employee is imported with the employee type Driver, because every person the delivery plans name is a driver.

How to add a new employee when someone joins

New people are not created on this page. Invite them from Users → Accounts with their name, email, employee type and location, as Users explains. Once the invitation is sent they appear here with the status Invited, and you can fill in their job details straight away.

How to set up departments when you want to group people

A department is a group of people inside the company, such as a delivery department or a service department. Departments can sit under a parent department, so a company can build a small tree.

1. Open Configure → Departments and click Add Department.
2. Enter the Department Name and, if it belongs under another one, choose a Parent Department.
3. Click Save.

The list shows each department with its Sub-Departments. Deleting a department removes it for good, so move the people in it to another department first; otherwise their job record is left with no department.

How to set up shifts when people work set hours

A shift is a named working pattern at one location: a start time, an end time and the days of the week it runs.

1. Open Configure → Shifts and click Add Shift.
2. Enter the Shift Name, pick the Location (required), and set the Start Time and End Time.
3. Turn on the days it runs, Monday through Sunday, and click Save.

Give a person their shift on the Job tab of their record. A deleted shift is only marked inactive, so past records that used it stay intact.

Two things read a person's shift today: the list's Shift column, and the weekly job that closes forgotten time card entries (see below), which uses the length of the person's shift. The delivery route planner does not read these shifts; a truck's working window on a route comes from the route plan itself.

How to record company holidays when the office is closed

1. Open Configure → Holidays and click Add Holiday.
2. Enter the Holiday Name and the Date, then click Save.

The list groups holidays by Year, which is taken from the date.

How to keep extra details about people when the built-in fields are not enough

Attributes are fields the office adds to people's records for things AimRack does not track on its own, for example a license expiry date. They come in two layers: a category groups related attributes, and each attribute is one field.

1. Open Configure → Attributes and click Add Category. Enter the Category Name, and turn on Public if the attributes should appear on a person's public profile. Leave it off to keep them visible to office staff only.
2. Open the category with View Attributes, then click New Attribute.
3. Enter the Name, pick a Data Type, and for a List type enter the List Options.
4. Turn on Self Managed if people may fill in this value for themselves.
5. Click Save.

The data type cannot be changed once the attribute exists. Deleting an attribute or a category only marks it inactive, so values already recorded are kept.

Each category then shows up as its own tab on every person's record, where the values are filled in.

How to track hours when time cards are turned on

Time cards are clock-in and clock-out records. They are off until someone turns them on in Settings → People → Timecards. Until then the Timecards page sends you back to the employee list with a message saying how to turn them on.

1. Open Manage → Timecards. The list shows each entry's Employee, Date, Clock In, Clock Out, Duration, Location and Status.
2. To add a missed entry, click Add Timecard, pick the Employee, set Clock In, and Clock Out if the shift is over, add a Note if useful, and click Save.
3. To correct an entry, open its menu and choose Edit Timecard. To remove it, choose Delete Timecard.

An entry with no clock-out time shows Active: the person is still on the clock. Once it has a clock-out it is complete. There is no approval step; a completed entry is final unless someone edits it.

Every Sunday at 23:00 Coordinated Universal Time, a job closes every entry that is still open. It sets the clock-out to the clock-in time plus the length of the person's shift, or eight hours when the person has no shift, and writes the note "Auto-closed by system (Sunday weekly close)".

When a company's data comes from Cargas, each driver's delivery shift in Cargas arrives as one time card entry.

Where this fits

• A person's own page, with their job, abilities, time cards and notes: A person's record.
• Invitations, sign-in and what each person may change: Users.
• Turning time cards on: Settings.
• The trainings and abilities shown on a person's record come from Resources and Training.
• The drivers a route is planned for are these same employees: Routes.