7.1 Skills

Skills in Workheld are professional competencies that are required to carry out certain jobs or tasks. All skills created by the responsible coordinators are displayed here. You can jump to the detailed view using the small arrow on the right of each line. Active skills can be assigned to qualifications, job profiles, employees, orders or equipment.

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7.1.1 Creating a skill

After you have clicked on the 'Add skill' button, you will see an input area for the following data:

ID (optional): Can be maintained manually by the user or the ID is automatically generated by the system if the field is left blank

• Name (mandatory field): Name of the capability

• Status (mandatory field): Is always Active or Inactive.

• Minimum number of employees (optional): A sufficient number of certain skills must be available within a company.

• Category(optional): Helps to categorize the skills in order to keep an overview of the data. Categories must be defined.

• Description (optional): Free text field

7.1.2 Skills detail view

View the details of skills. As long as the skill has not been assigned to another object, it can be deleted. If the skill has been assigned, it can only be set to status= 'Inactive' to prevent future assignments. The assignments to the existing qualifications, job profiles, employees, orders or equipment remain in place when set to inactive.

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7.2 Qualifications

Qualifications in Workheld are professional competencies acquired via certificates. A qualification becomes a certificate as soon as it is assigned to an employee. They then also have a start and end date. The acquisition of a new qualification normally leads to an additional acquisition of new skills. For this reason, associated skills are appended when new qualifications are created. Assignments are possible on job profiles, employees or team shifts.

All qualifications created by the responsible coordinators are displayed here. You can jump to the detailed view using the small arrow on the right of each line.

7.2.1 Creating a qualification

After you have clicked on the 'Add qualification' button, you will see an input field for the following data:

• ID (optional): Can be maintained manually by the user or the ID is automatically generated by the system if the field is left blank

• Name (mandatory field): Name of the qualification

• Status (mandatory field): Is always Active or Inactive.

• Minimum number of employees (optional): A sufficient number of certain qualifications must be available within a company, e.g: First aider certificate.

• Description (optional): Free text field

• Skill (mandatory field): Assign existing skills

7.2.2 Detailed view of qualification

View of the qualification details. As long as the qualification has not been assigned to another object, it can be deleted. If the qualification has been assigned, it can only be set to status= 'Inactive' to prevent future assignments. The assignments to the existing job profiles, employees or team shifts remain in place when the qualification is set to inactive.

7.3 Job profiles

Job profiles in Workheld are the combination of important professional skills that lead to a specific job profile, e.g: Automation technician.

These are used in Workheld to plan shifts and resources in the long term.

You can jump to the detailed view using the small arrow on the right of each line. Active job profiles can be assigned to employees and team shifts. The red markings mean that there are currently too few employees with the specific job profiles in this company. As a personnel manager, I know that I should hire a person with a job profile.

7.3.1 Creating a job profile

To make it easier to hire a new employee, skills and qualifications are categorized with MUST, SHOULD and CAN when assigning them to the job profile.

• ID (optional): Can be maintained manually by the user or the ID is automatically generated by the system if the field is left blank

• Name (mandatory field): Name of the job profile - automation technology electrical

• Department (mandatory field): To which department this job profile belongs

• Supervisor (mandatory field): Assignment of the supervisor responsible for this job profile

• Minimum number of employees (optional): A sufficient number of certain job profiles must be available within a company, e.g: Automation technician.

• Area (optional): Helps with horizontal categorization across multiple departments. e.g. Electrical;

• Job role (mandatory field): Automation technician

• Status (mandatory field): Is always Active or Inactive.

• Description (optional): Free text field

• Skill (mandatory field): at least one skill must be assigned

• Qualifications (mandatory field): at least one qualification must be assigned

7.3.2 Detailed view of job profile

In the detailed view you can see the maintained data of the job profile. This can be edited or deleted. Deletion is only possible as long as the job profile has not yet been assigned anywhere.

7.4 Worker

In Workheld, you must distinguish between coordinators and technicians. Technicians are the workers who can log into the mobile apps to carry out their work. However, there are also technicians who are only temporarily employed by the company via a leasing company, who do not have their own user and therefore do not have their own login to the system. Nevertheless, they must be taken into account as resources in the shift planning. This overview shows both the technicians with login and the technicians without login.

7.4.1 Creating a worker

If a new worker is created in Workheld Flow, this means that they will not have a login. However, they will still have the following data:

• Personnel number (mandatory field): is predefined

• First name (mandatory field)

• Last name (mandatory field)

• Status: always active or inactive

• Department (mandatory field): Each worker must be assigned to a department

• Area (optional)

• Current job profile (optional): Once a department has been selected, job profiles can be selected from it

• Category (optional)

• Time card number (optional)

• Card number (optional)

• Weekly capacity (e.g. 38.5) (optional): Working hours per week

• Description (optional)

• Supervisor (mandatory field)

• 1st approver (optional): Approvers are always from their own department

• 2nd approver (optional): if no approver is selected, but an absence request is created, the supervisor is always automatically set as the 1st approver by the system

• Certificates (optional)

• Skills (optional)

As soon as the user has clicked on the 'Add certificate' button, a new window appears in which the respective qualification can be selected. The issuer must also be specified.

A certificate is always acquired at a specific point in time. Some also have a validity date. Fields are also available for this. If a certificate has been refreshed, you can mark this with the toogle.

Skills can also be added.

7.4.2 Worker detail view

The detailed view allows you to view the details of a worker. Delete or edit the worker (if they do not have a user account).

When editing, you can see that certain skills have been assigned via the qualification, which cannot be removed as long as the qualification is not removed. The qualification icon on the right in the rows of skills indicates this.

7.5 Work time models

In order to be able to plan shifts, some settings must be made in advance. These include the creation of a shift model. There are companies with 1-shift operation, or companies with 3-shift operation. Some have a mixture.

In this overview you can see all the work time models that contain shifts. You can expand these models to see the shifts they contain.

7.5.1 Creating a work time model

After the user has clicked on the "Create create work model" button, this window appears. It contains three areas:

• Entering the details of the working time model:

• ID (optional): is alternatively generated automatically

• Working time model name (mandatory field)

• Status: is always active or inactive

2. The creation of shifts after clicking on the 'Add shift' button:

• Name of the shift (mandatory field)

• Break (in min) (mandatory field)

• Start time (mandatory field)

• End time (mandatory field)

• State

3. Summary:

   1. Work time model

   2. Shifts

After confirming, the new working time model with the created shifts is displayed in the overview.

On the one hand, it is possible to edit the details of the working time model, but also to edit, delete or add new shifts.

7.6 Team shifts

Team shifts are literally the allocation of the working time model with the included shifts to the individual departments. Here, the user can assign different working time models per day to the team, and it must also be determined which job profiles are required per day and shift.

7.6.1 Create a team shift

• ID (optional): alternatively generated automatically

• Name (mandatory field)

• Department (mandatory field)

• Work time model (mandatory field)*As soon as the department and working time model have been selected, a matrix appears in which you can enter the number of job profiles

• Weekday (mandatory field)

• State: always active or inactive

• Shift manager required: determines whether a shift supervisor is required for this shift on this particular day

• Assign qualifications: There are shifts where a person with a first aider certificate or a fire safety officer must always be present.

Info: the number of job profiles is only intended as an aid for future shift and resource planning in the shift planner.

7.6.2 Detailed view of team shift

Team shifts can also be edited. However, if a different department or a different working time model is selected, the matrix is regenerated and must be refilled.

7.7 Schicht Calendar Definitions

We have now reached the last step before shift planning. The user must now define the period from when to when their team shifts are valid.

7.7.1 Create shift calendar definition

• ID (optional): is alternatively generated automatically

• Name (mandatory field)

• State: always active or inactive

• First day of calendar view (mandatory field)

• Start date (mandatory field)

• End date (mandatory field)

• Department (mandatory field))

After clicking on "Add team shifts":

• Select team shifts per day

7.7.2 Detailed view of Shift Calendar Definition

Shift calendar definitions can be set to inactive or deleted as long as they have not yet been planned in the team planner.

7.8 Absence requests

It is possible for technicians to create an absence request via the mobile app. As soon as this has been synchronized, the request appears for the responsible coordinator (approver) in this list and he receives an e-mail.

The approver is always from the same department, but does not have to be the line manager.

7.8.1 Approval of an absence request

Absence requests can be approved or rejected.

7.8.2 Absence requests e-mails

E-mail to the coordinator: Leave request has been created and needs to be processed

E-mail to the requestor: Absence request has been processed