Out Of Office Operators

Overview

A user with the appropriate rights can set different "Out of Office" reasons for Operators. There are two pre-defined ones – "On Call" and "Vacation". The user can also define custom ones, which will be displayed in the list of out-of-office reasons.

Note
Similar functionality is already available for the equipment, and it is called "Take Equipment Out of Service".

If an Operator has the "Out of Office" status, their tile is colored in one of two colors based on the selected reason:

• Yellow – when the Operator is out of the office but available (for example "On Call", "Late", "In Traffic", etc.)
• Red – when the Operator is unavailable and cannot be called

The "On Call" reason is specifically defined for Operators who are not on a regular contract but are available if the Dispatcher needs additional workforce.

Key Benefits

• The Dispatcher can create different reasons for "Out of Office" status.
• In the Summary View, the Dispatcher can see how many Operators are available for a given day.
• The Dispatcher can set or remove the Out of Office status of an Operator for a specific time period.

Marking an Operator as Out of Office

• Once saved, the operator will appear in the appropriate color in the Jobs – Dispatch panel, clearly indicating their out‑of‑office status.

Creating and Managing “Out of Office” Reasons

• Dispatchers can create custom reasons for the "Out of Office" status.
• Go to Human Resources - Employee panel.
• Click on the Tools button and select Out Of Office Reason List.

• In the displayed window you can Add New, Edit or Delete reasons for "Out of office".

• Double-click on a reason to edit it or select it and click the Edit button.

• Check/Uncheck "Unavailable" and the "Inactive" options.
  This will be the default setting; you can change it specifically for an Operator.

Note
The "Inactive" option enables/disables the visibility of the reason in the drop-down menu.
If you change the "Unavailable" option and click Save, the System will ask you if you want to change it for all the employees with this "Out of Office" reason.

• Click Save.

• Dispatchers can see Available, Unavailable and On Call Operators for a chosen month.
• This can be seen in Jobs - Summary View.
• Select Month from the View By drop-down menu.