Read the capacity screen

For managers and admins. The screen asks one question: Where is there room, and where is nobody free?

Steps

1. Open Capacity from the menu. It opens on Venues for this week.
2. Choose the week or the Half-term, and your area. Press Apply.
3. Read the four cards at the top. They say how much could run, who is waiting and what is to confirm.
4. Use the tabs: Venues for rooms, the mentor tab for people, Planning for gaps, Service for the whole picture.
5. Use the Free on filter to find a day and half-day when someone or somewhere is free.
6. Open Things to fix and work down the list. Each line links to where it is fixed.
7. Use Download this view (CSV) if you need the numbers in a spreadsheet.

If it goes wrong

• If you see a message instead of a grid, the numbers could not be read. Use its retry link. It will not show an empty grid.
• If a card is missing, that figure could not be read. The rest of the screen is still right.
• If you see that Capacity is for managers, open your own week from the Planner instead.

How it links together

Capacity reads venue hours, working patterns and bookings from Scheduling. Change a room's hours or a booking and the numbers follow. It does not change bookings itself.

The four tabs

• Venues: each venue's rooms, bookings and use, half-day by half-day, with a peak against capacity.
• The mentor tab: each person's working pattern and when they are free.
• Planning: half-days with unbooked people or rooms, and rooms that are only partly booked.
• Service: one card for each area, plus a total for all areas.

The Service tab's four questions

• Could we take more work?
• Is anyone waiting?
• Are we delivering what we are commissioned to?
• What are we paying for and not using?

Each number is a total for an area. It is never shown against one person.

Choosing the period and the area

Use the arrows to move a week at a time, or switch to Half-term. The date box jumps to any day. Your areas are chosen for you; an admin can pick the whole organisation.

Finding who or what is free

On the venue, person and planning tabs, choose a day and morning or afternoon under Free on. The tab then lists only what is free then. It is planning information, not a match.

Working patterns

Each person has a working pattern: the days and half-days they work. Open a person's pattern and change it, then press Save pattern.

A pattern read from the rota waits for confirmation. You can accept it as it is, change it, or reject it. People without a confirmed pattern are shown on an assumed default.

Venue notes and reports

You can add a note to a venue, for example when it is closed in half term. The venue report shows days used, hours used, cost so far and how that compares with the last period.