Crew Scheduling: Manage the Schedule
All crew changes and timesheets result in schedule entries which are then divided into segments called work periods. A work period represents any continuous length of time onboard a single asset on a single calendar day.
ExampleIf a crew member crews on to the MV Bobby at 12:00 on Tuesday and remains onboard until 12:00 on Saturday, the schedule will show the following five work periods:
- Tuesday: 12:00 – 23:59
- Wednesday: 00:00 – 23:59
- Thursday: 00:00 – 23:59
- Friday 00:00: – 23:59
- Saturday: 00:00 – 12:00
For customers who also use the Payroll module in Helm CONNECT Personnel, work periods are used to calculate pay. Their start and end times, custom field entries, etc. can be used to determine how much crew should be paid.
Work periods can be edited, added, or removed from the schedule at any time. Any changes made to the schedule will also update the crew changes or timesheets that initially generated the work period.
View the Schedule
To view the schedule
- Go to the Personnel > Schedule > Schedule tab.
- The first filter is a toggle between payroll periods and a date range. Do one of the following:
- From the Payroll Period list, select the payroll period you want to display.
- To display the Date Range fields, click Pick Dates then enter the date range you want to display.
- Do one or both of the following:
- From the Assets list, select the asset or asset group you want to use as your filter.
- From the Crew list, select the crew member or crew group you want to use as your filter.
- Click Apply Filters to apply the filters you selected in steps 2 and 3.
- (Optional) Use the Show Amount and Show Hours buttons to base the schedule on work period amount or on hours.
TipThe legend above the schedule explains what each of the colors and symbols mean.
Edit an Existing Work Period
To edit an existing work period
- Click the work period you want to edit to display a new window containing that crew member’s work periods for the day.
- If you clicked on a day with multiple work periods, you'll see sub-tabs along the top of the window representing the different work periods. Click the sub-tab for the work period you want to edit.
NoteOnly approved work periods can be edited from the schedule. Planned or pending work periods must be managed from the Crew Changes tab.
- Make any necessary changes.
NoteWork periods linked to the same crew on and crew off logs are also linked in the schedule. Editing the information for one work period will also edit the information for all linked work periods.
- Click Confirm Changes to apply the changes to the work period and close the window. The changes will appear in the schedule with a red outline.
- Once you've finished making changes to the schedule, click Save Schedule.
Add a New Work Period
To add a new work period
- On the schedule, do one of the following:
- Click the cell representing the crew member and the date to which you'd like to add the work period. In the new window that opens, click the New button.
- Click the Add Schedule button at the top right of the page.
- Enter the necessary details about the work period, then click Add. The dim will close and the changes will appear in the schedule with a red outline.
- Click Save Schedule.
Delete an Existing Work Period
You can delete approved work periods directly from the schedule. However, planned or pending work periods must be managed from the Crew Changes tab.
To delete an existing work period
- On the schedule, click Delete to enable delete mode.
- Click the work period you want to delete.
NoteWork periods linked to the same crew on and crew off logs are also linked in the schedule, which means that deleting one work period will also delete all the work periods it's linked to. To remove a work period linked to other work periods, you should first adjust the start and end dates and times.
- Click Save Changes.
Adjust Hitches
Hitches forecast when crew members are scheduled to be working or not working. Their rotation types determine when hitches begin and end in the schedule.
ExampleIf a crew member with a rotation type of 7 days on and 7 days off is crewed on, they will have 7 days forecasted onboard, followed by 7 days off. The last day will be the end of their hitch.
To adjust a hitch
- On the schedule, click Adjust Hitches to highlight the start and end dates for all hitches.
- Click on the start or end date of the hitch you want to adjust.
- Click on a new date for the start or end date you selected in the previous step.
- Click Save Schedule.