What do I do if a technician is not available for work?

Summary

This article explains how to record that a technician is unavailable for work. This may be because the technician is on holiday, on a training course, off sick, or because they have changed their hours. These records will be used to adjust the number of hours available in the " Workshop Diary".

More Information

There are two ways to make the technician unavailable for work. The first is on a temporary basis, for holidays, training courses and so on, and the second is where the technician has changed their hours or has left.

You may also enter time when the whole workshop is closed e.g. Christmas Day!

Temporary Unavailability

To make a technician temporarily unavailable, you will need to go to " Workshop Maintenance Options Diary Time Unavailable Time Entry & Amendments".

• At "Workshop/Labour:", enter 'L' for 'Labour' as this will be for a particular employee.
• Enter the Technician's Labour code or press <Ctrl+F1> to search for their code.
• If there are no records for this technician the [Unavailable time Details] box will appear automatically. Alternatively press <F6> to add a new record.
• Enter the date or range of dates.
  • Enter 'D' for a whole day or days. The entire number of hours the employee is set to work on these dates will be removed from the diary available time.
  • Alternatively select 'H' to enter a number of Hours and a start time, if applicable.
• Enter a note e.g. Dentist, Holiday etc.
• If you wish to record extra notes press <Ctrl+F8>.
• Press <Esc> and <Enter> to save the information.
• The available time in the Workshop Diary will be adjusted to take the entry into account.

Permanent Unavailability

To make a technician permanently unavailable, you will need to go to " Workshop Maintenance Options Technicians Labour Rates Add or Edit Labour Codes."

• Find the technician that you want to change. You can search for the technician's Labour Code by pressing <Ctrl+F1> and then typing in the technician's name, or you can use the <F1>/<Shift+F1> keys to move through the list of technicians.

Change of Hours

• Move to the relevant day of the week and edit the number of hours that the technician is shown as working on that day.

Technician Leaves

• See How do I make a technician leave?

Workshop Time Records

To enter unavailable time records for the whole workshop you will need to go to " Workshop Maintenance Options Diary Time Unavailable Time Entry & Amendments".

• At "Workshop/Labour:", enter 'W' for 'Workshop'.
• Enter the Workshop Depot Code or press <F1>/<Shift+F1> to scroll through your depot codes.
• If there are no records for the workshop the [Unavailable time Details] box will appear automatically. Alternatively press <F6> to add a new record.
• Enter the date or range of dates.
  • Enter 'D' for a whole day or days.
  • Alternatively select 'H' to enter a number of Hours and a start time, if applicable.
• Enter a note e.g. Half Day closing.
• If you wish to record extra notes press <Ctrl+F8>.
• Press <Esc> and <Enter> to save the information.
• The available time in the Workshop Diary will be adjusted to take the entry into account.

Block Booking Days Closed

The available hours per day comes from adding up all your technicians default working times. The easiest way to make sure the correct available hours is shown is to ensure your technicians default hours are set correctly:

Go to " Workshop Maintenance Options Technicians Labour Rates Add or Edit Labour Codes."

• Click [List] then click [Edit] on each technician and make sure their default hours are set correctly.

If you would rather make the whole workshop unavailable on a set day for a long period of time:

• Go to " Workshop Maintenance Options Diary Time Unavailable Time Entry & Amendments".
• At "Workshop/Labour:", enter 'W' for 'Workshop'.
• Enter the Workshop Depot Code or press <F1>/<Shift+F1> to scroll through your depot codes.
• If there are no records for the workshop the [Unavailable time Details] box will appear automatically. Alternatively press <F6> to add a new record.
• Enter the date or range of dates e.g. for a period to cover the next 12 months.
  • Enter 'D' for a whole day or days.
  • Press <F5>
  • Press <F2> to remove the asterix from beside "All days".
  • Arrow key down to the day to mark as closed then press <F2>.
  • Press <Esc>
• Enter a note e.g. Closed Mondays
• If you wish to record extra notes press <Ctrl+F8>.
• Press <F2> and <Enter> to save the information.
• The available time in the Workshop Diary will be adjusted to take the entries into account.

See also

• How do I create technicians?
• Where do the workshop available hours come from?
• Creating workshop jobs
• How do I add labour to a workshop job?
• How do I make a technician leave?

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Keywords AND Misspellings

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