Frequently Asked Questions

Staff Planning

Frequently Asked Questions for Staff Planning

Can't find what you are looking for or have a suggestion for a new article or guide, take our short survey and tell us here

frs training

Share This Page


I am unable to plan jobs or edit diary bookings in IRIS Staff Planning?

Open

In order to plan jobs and edit diary bookings in IRIS Staff Planning you must have the relevant staff permissions enabled. These permissions are: 

- Can Plan Jobs - Yes/No 
- Can Edit Diary Bookings for other staff members - Yes/No 

To enable the permissions, follow the steps detailed in KB IAS-7005

I can't see all my staff members listed in Staff Planning?

Open

Only staff members who are registered with Staff Planning can make bookings. 

In order for staff members to be used in Staff Planning to post bookings against them, the staff members need to be 'registered' with Staff Planning first.  

Follow the steps detailed in KB IAS-7164 for details on how to register staff members for Staff Planning.

How do the licences work for IRIS Staff Planning?

Open

There are two types of licences for staff planning: 

1. SCREEN LICENCES 
2. STAFF LICENCES 

1. SCREEN LICENCES 
Each screen licence allows one user to open the Staff Planning module. From here you are able to view the practice wall planner, add/change/delete bookings and run reports. 

2. STAFF LICENCES 
In order post diary bookings against staff members in Staff Planning, the staff members need to be 'registered' with Staff Planning first. Each user registered in Staff Planning uses one staff licence. 

For example, you may have a 2 screen licence and 10 staff licence. This will mean that 2 people can access Staff Planning from the IRIS main menu, and plan up to 10 staff members’ time. 

What do the colours in staff planning signify?

Open

Staff diary bookings in staff planning are shown in one of three colours: 

1. YELLOW 
2. GREEN 
3. BLUE 

1. YELLOW - These are bookings which relate to a specific job for a specific client. For example, four hours booked to client A001, job type Accounts, yearend 2008/03. 

2. GREEN - These are bookings which relate to a specific job, however they do not relate to a specific client. For example, a whole day booked to job type Personal Tax - this time can be spent working on any client. 

3. BLUE - These are bookings which relate to non-charge codes. For example, annual leave or general administration. 

How are Time Budgets used in Staff Planning?

Open

A time budget can be allocated to each job to record how much staff time is required to complete the work. There is no requirement that a job has to have a budget in order to have diary time allocated to it. 

Budgeted staff time is not the same as the time booked in a staff members diary. Staff diary bookings are validated against the time budgeted to provide a visible warning where the job is badly under or over resourced. 

For example, client A001 has a personal tax job with an estimated budget of four hours to complete the work. A booking for the job is created in a staff diary and given five hours. The screen will show the budgeted time of four hours, the booking as five hours and a budget variance of +1 hour, thus showing that this job is slightly over resourced. 

To allocate a time budget to a job follow the steps detailed in KB IAS-7168

The add new booking button is greyed out, even when logged in as Master

Open

It is not recommended that you register the MASTER user in Staff Planning. MASTER, like all other users will need to be registered with Staff Planning if you are to add new bookings when logged in as MASTER, as well has have the relevant staff permissions/privileges.

IRIS on Twitter IRIS blog IRIS on LinkedIn IRIS on YouTube