Section 4.6: Team Management Dashboard

The Team Management dashboard (found under Team Management in the producer sidebar) is the operational command center for managing team member scheduling, tracking utilization, resolving scheduling conflicts, managing your roster, and building staffing templates.

1. Roster Tab

The Roster tab is the centralized directory for all personnel in your organization's network, managing both registered on-platform users and external contacts.

• ** Roster Directory**: Every contact displays their name, contact details, member type (Individual vs. Company), location, tags, capabilities, and billing rates (Hourly and Day rates).
• Roster Management: Managers can manually add external crew contacts, edit rates and primary roles inline, or delete contacts.
• On-Platform Sync: Displays the member status:
  • On-Platform: Connected to a registered user account.
  • External: Unregistered contact with an email address. Managers can invite external crew to projects, prompting them to register on the platform.

2. Overview Tab

The Overview tab provides a real-time health check on your organization's staffing and workforce utilization:

• ** Roster Metrics**:
  • Active Roster Size: Total registered and unregistered individuals and companies in your network.
  • Average Utilization: Overall booked capacity percentage across all staff.
  • Pending Invitations: Total outstanding project invites awaiting crew RSVP.
  • Schedule Conflicts: Total unresolved double-bookings, overcommitments, or capacity overages.
• Roster People Grid: Displays each team member (filtered to people only) with their primary role, division, department, and location. It shows:
  • Aggregate Weekly Booked Hours: Combined hours from all active bookings.
  • Aggregate Weekly Capacity: Maximum weekly hours configured for the individual.
  • Utilization Gauge: A color-coded progress bar representing the member's aggregate utilization.
• Utilization Details: Clicking any row opens the details panel to inspect details, specific project assignments, and rates.

3. Calendar Tab

The Calendar tab renders a unified timeline mapping out the schedules of all personnel and resources:

• Visual Timeline: Displays every team member and resource as a row. Banners are color-coded based on booking categories (e.g., project work, time off, meetings, personal commitments, or kit reservations).
• Folder Grouping: Managers can organize the roster into folder groups (e.g., "Camera Department", "Grip & Electric") to filter the calendar view.
• Drag-and-Drop Scheduling: Block holds can be dragged to change start/end dates. If in a premium billing tier, the full drag-and-drop scheduler is enabled; otherwise, it operates in a read-only mode with upgrade triggers.
• Direct Booking: Double-clicking an empty slot on a team member's row opens the booking editor to create a schedule hold or associate them with a work package.
• Resource and Kit Support: Toggle Show Kits to display equipment allocations and unified gear kits directly alongside personnel on the calendar.

4. Capacity Planning Tool

The Planning tab provides granular controls for analyzing and booking team hours:

Capacity & Availability Rules

Capacity and availability are determined using the following rules:

1. Weekly Capacity:
   • People: Evaluates the team member's configured total weekly hours. If not specified, it falls back to the default hours for their role (typically 8 hours per day over 5 days, totaling 40 hours per week). If no role is set, it defaults to 40 hours per week.
   • Preferred Work Days: Calculations distribute a contractor's weekly hours evenly across their preferred work days (typically Monday through Friday). Non-preferred days (such as weekends) are skipped when spreading weekly hours, though single-day specific bookings on those off-days are still counted.
   • Organization Capacity Scaling: Availability percentages defined on organization membership profiles scale a team member's total weekly capacity. For example, if a team member is mapped to an organization at 50% availability, their weekly capacity is scaled down by half.
   • Resources: Calculated based on the typical daily hours for that resource type over a standard 5-day week.
2. Booked Hours:
   • People: The total number of hours from confirmed or active project bookings during the target week.
   • Resources: The total number of hours allocated to active resource bookings during that time.
3. Availability Status:
   • Busy: Utilization is 100% or greater.
   • Limited: Utilization is between 75% and 99%.
   • Available: Utilization is less than 75%.

[!NOTE] Utilization filters support three scopes: All Utilization (includes projects, meetings, personal, time-off), Project Work Only, and Non-Project Only.

What-If Capacity Scenarios (Sandbox Simulation)

The Planning tab houses a What-If Scenario Sandbox allowing you to model and simulate the capacity impact of adding new project workloads before formally inviting crew or locking schedules:

• Hypothetical Bookings: Create a simulation draft by selecting a team member, inputting hypothetical hours per week, and specifying a target start/end date range.
• Calculate Impact: When you trigger the simulation, the system recalculates the organization's average utilization, highlights the projected overbooked count, and generates dynamic alerts/warnings.
• Visual Warnings: Tables and charts highlight affected crew members. Color coding reflects capacity load:
  • 🟡 Amber Highlight: The member's projected utilization is near capacity.
  • 🔴 Red Highlight: The member's projected utilization is overcommitted.
• Commit or Discard: If the scenario is feasible, clicking Apply Scenario instantly commits and promotes the sandbox bookings into active project holds. Clicking Reset discards the simulation parameters and restores the live dashboard view.

5. Conflict Detection Panel

The Conflicts tab automatically flags scheduling issues across your entire roster:

Overlap Detection Rules

Conflicts are automatically identified using the following rules:

• Unavailable: Flagged when a booking overlaps with a team member's scheduled time-off. (Severity: Critical)
• Overcommitment: Flagged when the sum of a member's planned weekly hours (timed clock-durations + spread weekday hours) exceeds their weekly capacity. (Severity: Warning if over capacity; Critical if exceeding capacity by > 20%)
• Hard Clock-Time Conflict: Flagged when two timed (non-all-day) bookings on the same day overlap in clock time. (Severity: Critical)
• Back-to-Back Overload: Flagged when a member has more than 8 hours of timed bookings scheduled on a single day. (Severity: Warning)
• Resource Overallocation: Triggered when the total allocated quantity of a resource (e.g., cameras, studios) exceeds its maximum available quantity on a given day. (Severity: Critical)

Conflict Resolution

Each conflict card details the overlap (severity, dates, conflicting projects) and provides a Resolve button to open the booking editor, reduce hours, change dates, or assign an alternative crew member.

6. Team Templates

The Templates tab allows designing reusable staffing blueprints for standard project types (e.g., "Standard Commercial Shoot").

Blueprint Structures

• Template Structure: Includes the template name, description, category, and target organization.
• Role Slots: Configured with the role name, typical billing rate, weekly hours, and an optional default team member.
• Import from Past Crew: Allows creating a template instantly by copying the team structure of a previously completed project.
• Instantiate Crew: Applying a template to a project creates role slots for the crew. When these roles are accepted, scheduling holds or bookings are automatically generated and distributed across the project or work package duration.

7. Hours & Timesheet Verification

The Hours tab is the timesheet auditing center:

Timesheet Auditing & Variance

Freelancers log hours on the platform. The system aligns these entries with scheduled project bookings to show the difference:

• Logged Hours: Actual hours worked submitted by the freelancer.
• Planned Hours: Expected hours based on scheduling bookings.
• Variance: The difference between logged hours and planned hours.
  • Positive Variance: Green badge showing extra hours worked over the plan.
  • Negative Variance: Amber badge showing fewer hours worked than planned.

Administrative & Non-Project Entries

• Nullable Projects: Time entries support logging without a specific project associated, enabling team members to log administrative overhead or internal meetings.
• Work Order Completion Auto-population: When a Work Order status is changed to Wrapped or Completed by a manager, timesheet entries are automatically populated for all assigned personnel, calculating daily hours from scheduled booking durations.
• Actual Cost Rollup: Any manual or auto-populated timesheet or expense entry automatically rolls up and updates the project work package's actual spend in real time.
• Approval Flow: Managers verify, edit, or delete logged hours. Approved hours sync directly to the billing ledger to execute payouts.