Setting Up Back-Up Teams

If you have people you want to schedule only when all your other people are unavailable, you can get creative and use a combination of Needed Positions and Tags to set this up. This is especially helpful if you want to use Auto-Scheduling in the Matrix, but you want it to only choose your primary people.

Setup ALL People Using Tags

Setup ALL People Using Tags

On the left of the main people page, create a tag for each Position and then assign ALL applicable people to that property (Primary and Backup). Click and drag that tag onto all the applicable people.

Assign Primary People Directly to Positions in your Service

Assign Primary People Directly to Positions in your Service

From any plan in your service edit your Team and make sure to choose "Assign People to Positions Directly"

Next edit your positions in that Category and ONLY add your Primary people for that position. Don't add any of your backup people. If you plan to use Auto-Schedule from the Matrix, it will schedule anyone listed in this box, so we are excluding the alternate people.

Schedule Your Primary People

Schedule Your Primary People

When scheduling, click on "1 person needed" to do your regular scheduling and see your list of primary people.

Since these primary people are the only ones technically setup for this service position, when you use Auto-Schedule, it will only choose these people for this position.

Schedule Backups When Needed

Schedule Backups When Needed

Hopefully, scheduling backup people shouldn't be a regular occurrence. So when you need to, skip the needed positions box, and click "Schedule a Person". Then instead of typing a person's name, type the name of the Custom Property you created that lists ALL your people.

Or click the browse button and choose your property from the list. Either way, once you've chosen and filtered by your Custom Property, you will see all of your people, primary and backup, and can choose one of your backup people by clicking on them.

Have more questions? Submit a request