Manage resource requirements
Schedulers can add resource requirements to work items in order to specify the number of resources needed to complete the work and the skills a resource must hold before being allocated the work.
NoteResource requirements can only be met by people resources. If an asset resource is allocated to a work item, it doesn’t count toward the total allocated. For more information about these two types of resource, see Manage resources.
When Multiple resource requirements is enabled, a scheduler can specify multiple different groups of required skills and quantities for a given work item.
NoteThe Multiple resource requirements feature must be enabled by an administrator before it can be used. Contact your Skedulo Customer Success representative to request access to this feature.
Skills are defined for both work items and resources using skill tags. When a scheduler creates a work item, they can use these skill tags to restrict to which resources the work can be allocated. For example, it might be necessary for a resource to hold a valid safety certificate before being allocated the work. When a skill tag is applied to a work item, a filter restricts the display of available resources in the Schedule tab of the work details page and the Select Resource(s) modal to only those resources that hold the required skill.
NoteTags must be defined by an administrator before they appear in the Tags required drop-down list. They can be defined via the Tags data table in Skedulo, or can be defined directly in the CRM.
Add resource requirements when creating a work item
A scheduler can specify resource requirements when creating a work item.
On the Create Job page, select the Requirements tab.
(Optionally) Use the Quantity picker to define the minimum number of resources required for the work.
(Optionally) Enter the skills that a resource must have in order to be allocated to the work. As you type, any predefined tags that match the text entered will appear in a drop-down list.
Set the priority level of the skill tag. By default, all skills are set to Required, which means that only resources that are similarly tagged with the required skill will be displayed in the list of available resources. For more information about Skill priorities, see Skill tag weighting.
View resource requirements on work items
If resource requirements have been defined for a work item, they can be viewed in the following locations:
On a work card:
The Skill requirements icon indicates that skill tags have been added to the work item. Hover the mouse over the icon to view the required skills and their priority. Note that the work card must be in medium or large display size for the icon to be visible.
The circles indicate the number of resources required to complete the work. When work is unallocated, the circles are blue with a dashed outline. When a resource has been allocated, the resource’s avatar is displayed. Note that the work card must be in large display size for the circles to be visible.
On the work details page, view the resource requirements in the Resources section.
View the resources that meet the resource requirements
To ensure that only suitable resources are available to be allocated to a work item, if a tag is set to Required, then only those resources that have the required tag will be available in the Schedule tab of the work details page and the Select Resource(s) modal.
In the Schedule tab of the work details page:
- A green icon beside a resource name indicates that the resource has all of the required tags.
- A grey icon beside a resource name indicates that the resource has the required tags, but that one or more is expired.
- On mouse-over, a list of the resource’s tags is displayed in a pop-up.
- When a resource’s tags are displayed, those tags that match the requirements are marked with a green tick.
Edit resource requirements
To add or edit resource requirements on a work item:
- In the Resources section of the work details page, click Actions.
- From the drop-down menu, select Edit requirement.
- Use the quantity picker to increase or decrease the number of people required.
- In the Tags required field, enter the skills a resource needs in the Tags required field. As you type, any predefined tags that match the text entered will appear in a drop-down list.
- Set the Skill priority. By default, all skills are set to Required, which means that only resources that are similarly tagged with the required skill will be displayed in the list of available resources. For more information about Skill priority, see Skill tag weighting below.
- Click Save to apply your changes.
Existing skill tags can be deleted by clicking on the x beside a tag.
Skill tag weighting
The priority of a skill tag is used to indicate the importance of the skill when there are multiple tags on the work item. For example, a resource may need to hold a valid driver’s license to be allocated a work item, but a valid first aid certificate is not essential. In this case, the driver’s license tag would be set to a higher priority than the first aid tag.
Typically, tags are categorized into four priorities:
- 1 = Low.
- 2 = Medium.
- 3 = High.
- 4 = Required (the highest priority).
By default, all skill tags are set to the highest priority when added.
To set the priority of a skill tag on a work item:
In the Resources section of the work details page, click Actions.
From the drop-down menu, select Edit requirement.
In the Tags required field, click the v icon to open the skill priority drop-down menu.
Select a new priority level from the list.
Click Save to apply your changes.
Multiple resource requirements
If your organization has the Multiple Resource Requirements feature enabled, you can specify multiple different groups of resources and required tags for each work item. This feature can be useful when you need to specify different tags for different stages of a work item. For example, you may need to specify that a work item requires one set of tags for the first two hours and then a different set of tags for the remaining six hours.
If the Multiple Resource Requirements feature is enabled, Suggest will be disabled on both the Schedule tab of the work details page and the Work list in all consoles.
You can use optimization to allocate work with multiple resource requirements provided the work item has a set time.
A quick way to tell if Multiple resource requirements is enabled for your organization is to open a work details page and look at the Resources column. If you see Add another requirement then the feature is enabled.
Add additional resource requirements when creating a work item
Schedulers can add multiple resource requirements when creating or editing a work item.
When creating a work item:
- On the Create job page, select the Requirements tab.
- Click Add another requirement to add additional resource requirements.
- Set the quantity of resources and skill tags for each requirement.
When editing a work item:
- Open a work item to display the work details page.
- In the Resources section of the Details tab, click Add another requirement.
NoteWhen adding multiple resource requirements to older work items (such as those created prior to enabling the Multiple resource requirements feature), schedulers are warned that doing so might activate custom triggers in Salesforce (if they have been configured by their organization), so they may act accordingly.
Delete additional resource requirements
When creating a work item, click the x on the resource requirement group you want to delete.
When editing a work item, click Actions on the resource requirement group you want to delete and select Delete requirement.
Multiple resource requirements and recurring schedules
If Multiple resource requirements is enabled for your organization, the Allocate button on the recurring schedule page is unavailable.
See Allocate or deallocate resources on a recurring schedule for more information.
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