Groups and Min Staffing Levels - Best Practice

Who this guide is for

System Administrators with Global Rota Setup permissions.

Overview

This guide explains how to configure Groups and Minimum Staffing Levels in edays, including definitions, use cases, and setup steps.

How Groups and Minimum Staffing Levels Work

Groups

• Purpose: Organise users by attributes like location, department, or custom criteria (e.g., "First-Aiders").
• Key features:
  • No limit on group numbers; users can belong to multiple groups or none.
  • Used for calendar sorting, bulk updates (e.g., Bulk User Update - Groups), and minimum staffing rules.

Group vs. Group Type

• Group Type: Category name (e.g., Country or Location).
• Group List: Specific groups under a type (e.g., London under Location).

Minimum Staffing Levels

• Purpose: Caps the number of users allowed off simultaneously (set by number or percentage).
• Types:
  1. Standard: Fixed cap year-round.
  2. Seasonal: Different caps for busy periods (e.g., max 1 person off in December). Note: 0 = unlimited.
  3. Variable: Daily caps (e.g., shift-specific rules). Note: 0 = no leave allowed.

How to Set Up Groups and Minimum Staffing Levels

1. Create a Group Type:
   • Navigate to Admin Tools > Admin Panel > Global > Group Types.
   • Click Add Group Type, enter a name (e.g., "Department"), and Save.
2. Add Groups to a Type:
   • Go to Global > Group List, select the Group Type, and click Add Group.
   • Name the group (e.g., "HR") and Save.
3. Assign Users to Groups:
   • Navigate to User > User Overview, select a user, and edit Group Membership.
   • For bulk updates, use Bulk User Update - Groups.
4. Set Minimum Staffing Levels:
   • Go to Global > Group List, select a group, and click Min Staffing Level.
   • Choose Standard, Seasonal, or Variable and configure rules.
   • Save at the top of the page.

Additional Information

• Prerequisites: Global Rota Setup permissions.
• Key Tips:
  • Use the search bar to quickly find Group Types or Min Staffing Level.
  • Seasonal 0 = unlimited; Variable 0 = no leave allowed.
  • Changes require clicking Save at the top of the page.
• Video Guide: Watch configuration examples here.

Related Guides

1. Groups - Adding a new group
2. Groups - Editing a group type
3. Groups - Deleting a group type
4. Groups - Editing a group type
5. Changing a user’s group(s)
6. Bulk User Update - Groups
7. Groups - Apply a minimum staffing level to a group
8. Changing a user’s group(s)

A video on the configuration and example configuration can be found here: https://www.e-days.com/learning-centre-overview/7-groups