How do I Allocate Staff to Visits?

Once you have added your events to the system, you are able to allocate events to users in several different ways either using the Day, Week, or Compact view.

1. The first way of assigning users is using Day View by clicking on Events in the banner bar then clicking Day View. If there are any unallocated events for the day click on the event and then click on the View Event button.

This will take you to the Event Info page, if you navigate to the Allocate User to Event tab you can now allocate users to the event by searching for their name or clicking on the buttons to find an available user. To add a user click on the green Add button next to their name.

This will highlight the user in a green shade meaning that they are now allocated to the event.

If you go to the Day View again the Event will now show up in the allocated users day.

Another way to allocate visits on the Day View is to use the Page Mode tool located in the bottom left corner. There are three buttons available, one of them is Allocate if you click on that, this allows you to drag the Unallocated Event to a User.

2. To assign events using Week View navigate to Events in the banner bar and click on Week view. Any unassigned events will be located at the top of the page available to assign users.

Drag the unassigned event to a user that is available. It will now show up in the users weekly schedule.

3. Another way to allocate Users using Week View by clicking on Events in the banner bar then clicking Week View. If there are any unallocated events for the week click on the Allocate button on the event.

This will bring up the event info which will allow you to allocate any available users, or you can search for the user to allocate the user click on the green Add button.

This will highlight the user in a green shade meaning that they are now allocated to the event.

The event has now shown up in the users weekly view.

4. You can allocate all events to Users quickly using Week View by clicking on Events in the banner bar then clicking Week View. If there are any unallocated events for the week click on the orange Allocate Users button this will bring up a pop-up when complete click okay.

This will allocate all the events to the users which are free. Once an event has previously been allocated to a user, in subsequent weeks you can just press the Allocate users button, shown on the Week view.  This will allocate all events to all users as per previous weeks. please note - THIS CANNOT BE UNDONE.

5. To allocate users to events using Compact View click on Events in the banner bar then clicking Compact View, to view unallocated events click on the tick box for Display only unallocated events and enter the time period you want events to be shown for. Click the Load button to show events. 

This will bring up all unallocated events. You can quickly fill all events by clicking on the orange Allocate Users button and confirming the popup. Or you can click on the orange Allocate button next to an event to manually allocate users.

This will bring up the event which will allow you to allocate any available users, to allocate the user click on the green Add button.

This will highlight the user in a green shade meaning that they are now allocated to the event. If you exit the event info it will take you back to the Compact View.

On the Compact View, it will show that the event now has a user assigned.

Related Articles:

• How do I see why jobs / visits have not been allocated? – Civica Scheduling
• Getting Started With The Compact View – Civica Scheduling
• Getting Started With The Week View – Civica Scheduling
• Using The Staff Day View – Civica Scheduling