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Staff Management

The Staff Overview provides a timeline view centered on people rather than projects. It shows each staff member's assignments, availability, and time off.

Staff Overview with allocation percentages and availability

Tip

Admins and superusers can dock the Staff Overview directly below the Gantt chart via the Panels button — see Resource Panels.

Staff List Panel

The left panel shows all staff members with:

  • Status indicator: Green (available) or Red (overallocated)
  • Part-time badge: Shows maximum capacity if less than 100%
  • Role and allocation: Job title and current total allocation percentage
  • Drag handle: Admins can drag staff onto the timeline to create assignments

Click the arrow to expand a staff member and see their vacation entries, recurring absences, and current project assignments.

Staff Timeline

The right side shows a horizontal timeline with:

  • Assignment bars — Colored by project, stacked when overlapping
  • Vacation blocks — Distinct color/pattern
  • Workload indicator — Thin bar showing total utilization level
  • Bank holidays and company events — Expandable rows at the bottom

Assigning Staff

Method 1: Drag & Drop

  1. Grab a staff member by the drag handle in the Staff Overview
  2. Drag them onto a project/phase/subphase bar on the Gantt timeline
  3. The Staff Assignment Modal opens pre-filled

Method 2: Context Menu

  1. Right-click on a project, phase, or subphase in the Gantt chart
  2. Select Assign Staff
  3. The Staff Assignment Modal opens

Assignment Modal

Assign Staff modal with staff dropdown, allocation slider, and date range

  • Select a staff member from the dropdown
  • Set allocation percentage (5–100% in 5% increments)
  • A warning appears if the assignment would exceed capacity
  • Phase/subphase assignments inherit dates automatically
  • Project-level assignments allow custom start/end dates

Filtering Staff

Click the Filter dropdown to filter by:

  • Role — Multi-select checkboxes (e.g., Research Scientist, Lab Technician)
  • Skills — Multi-select with colored dots matching each skill's color
  • Clear All — Reset all filters

The header shows filtered/total count (e.g., "12/20 staff") when filters are active.

Staff filter dropdown with role and skill checkboxes

Staff Notes

Staff notes are short, date-pinned annotations attached to a site — for example "Covering weekend shift for stability study sampling" — optionally linked to a specific staff member. They are useful for recording scheduling context that doesn't belong in an assignment or vacation entry.

Notes are currently managed through the API (GET /api/notes to list; creating and deleting require superuser or admin rights) and are included in the Staff notes sheet of the full site Excel export, so they travel with the rest of your site's data in backups and migrations. A dedicated notes UI is not available yet.