Assignment roles and staffing per departure
Guide, co-guide, trainee and driver are already set up as assignment roles, and you can add your own. For each tour, you set under Staffing how many people per assignment role a booked departure needs. When assigning in the calendar, you first pick the assignment role and then a person who holds it. Anyone already assigned at the same time or with an approved absence cannot be selected. If someone is still missing, the calendar shows, for example, “1× Driver missing”, and you can be reminded before the start.
The team schedule
You can view the schedule by day, week or month. The day view uses a timeline to show who is on duty when, who is off and where staff is still missing. A click on an empty spot adds a shift with start, end and note. A series creates shifts for a whole period by weekday and time. A preview shows beforehand how many shifts it will create. Tour assignments and approved absences appear in the schedule automatically. Every person also sees their shifts in their own calendar and in the Activento app.
Request and approve absences
Every person requests leave and other absences for whole days in the dashboard or in the Activento app. The request goes to you and only takes effect once you approve it. Open requests are collected under “Requests”, where you approve or decline them. When you enter an absence for a person, it applies at once without approval. As soon as an absence applies, the person's tour assignments on those days are removed automatically.
- Three types: vacation, sick leave and other reason
- Requests in the dashboard and in the Activento app
- Holiday calendar with one colour per type
- Holiday allowance per person with a warning when exceeded
Compensation and settlement
For each person, you set whether they are paid per hour or per activity. Different rates can be stored for individual products. Weekend and holiday surcharges are entered as a percentage of base pay or as a fixed amount per assignment. In addition, you can set a bonus that applies from a certain number of tours per month. Working time comes from the tour assignments, and other hours such as office work can be added manually. The monthly settlement is available for export as PDF and CSV and serves as the basis for your payroll.
Internal team chat in the dashboard and the app
The chat has a shared team channel, one-to-one chats and groups such as “Team harbour tour”. The status shows the team who is currently online, busy or offline. Unread messages are shown with a counter in the chat list. No third-party messenger and no private phone numbers are needed for team coordination.
From the schedule to the monthly settlement.
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