Managing Resources

  • Updated

Managing your company's resources can be a complex process. However, with BigChange's software, you can manage both human and vehicular resources at both macro and micro levels efficiently. This article provides a comprehensive guide on how to create and manage resources using BigChange.

Does your navigation menu bar look like this? 

imageNewnav.png
Read our Support article about changes we are making, New BigChange Navigation Bar – BigChange

 

Understanding BigChange's Resources

In BigChange, resources are the people who use the system to complete jobs out in the field, usally using the mobile app. You can perform a variety of activities with resources, reducing administration and ensuring all information is stored in one place and is easily accessible.

Resources2.png

 

Creating a New Resource

After setting up all other fields, you are ready to add your resources. Adding new resources is simple:

  • Navigate to: [Top menu] Profile (Icon) → Admin settings → [Side menu] Resources
  • Select the Add-edit button

Resources1.png

  • Select Add and complete a form for each resource. If you need to edit a resource's information, this can be done by clicking on Add-edit and then clicking on the selected resource.

The upper section of the form explained:Resources-28.png

        1. Name: The name of the resource.
        2. Group: This allows you to compartmentalize your resources based on the role that they have within your business, eg Engineers, Managers, Apprentices.
        3. Mobile Phone: The resource’s contact number, which must begin with the country code, eg +44 for the UK.
        4. Time Zone: Different time zones can be set for the location of each resource.
        5. Tracking Settings: When this box is ticked, this resource will be displayed on the Map. It also allows you to fix a resource to a specific vehicle. The method by which they are tracked will depend on the options you have purchased.  Can set themself as passenger Ticking the box which allows a Resource to set themselves as a passenger is relevant in different scenarios eg if they are an assistant on a job.  It is also useful when tracking driver behaviour, for eg a passenger isn’t responsible for speeding.
        6. Resource licence:
          • Not active for JobWatch: This resource has not been assigned one of the licences you have purchased. They will not appear on the schedule, and their code will not work on any devices. If a resource leaves your business, this would be the option to select.
          • Only visible on schedule: The resource will be displayed on the schedule, and jobs can be scheduled to them for completion on the website, but they will not transfer to the tablet. The code for this resource will allow them to sign in to the JobWatch application, but only to complete timesheets, vehicle checks and expenses.
          • Active for JobWatch: The resource will have the full functionality of the application, jobs can be scheduled for this resource and completed from the tablet.
          • Resource is subcontractor: For those who ‘subcontract’ work out to third parties, this option allows the app to be downloaded free of charge and used to complete jobs as if they were your own engineer with the same questions being asked and answered. Subcontractor licences are charged on a per-job basis with no standing charge. For resources who have been assigned subcontractor licences, they will not be asked to complete vehicle checks, timesheets or expenses.
        7. JobWatch settings:
          • Hide Contacts’ parent info on the device: This enables you to display or hide the parent information for this contact on the device of your Resource
          • Resource can self-allocate unscheduled jobs: When this box is ticked, Resources can allocate unscheduled jobs for themselves eg if they were at a site for a job and had time to complete a further, as yet unallocated job, at the same site.
          • Default answer button: Select whether or not you wish this to appear on a device and if yes, where:                   
        8. Max. travel distance for a job: Should you wish to limit how far a Resource can travel, you can set this here. Should you try and schedule a job to this Resource which exceeds that distance, you will receive an alert.
        9. Reference: Can be used for any internal resource reference, such as employee number.
        10. Code: This is the unique code which the resource will use to log into JobWatch. The default number provided is a random number but this can be changed to something more memorable, providing that it conforms to the following rules: – It must contain a * or # at the start or end and contain a 4-6 digit combination not already in use. – The same digit may not occur more than twice within the same code eg not 2222* – Obvious patterns are invalid eg #23456 or 7531*
        11. Business key: This only applies to customers who have purchased a business key and key reader. Where applicable, this is the Business key assigned to this resource for a journey to be categorised as ‘business’.
        12. Private key: If you have purchased a private key and key reader, this is the ID of the key that would be assigned to this resource to class a journey as ‘private.
        13. Tacho card: For vehicles which have Tacho card readers (any goods vehicle over 3.5 tonnes) and for which appropriate hardware has been purchased, the tacho details of each resource would be entered here. If a tacho card is used in the system and a resource does not match the details, a new resource will be created. For more information on Digi Tacho use, please download the separate user guide below.
        14. Fuel card: Should a resource be assigned their own fuel card, the details would be entered here.  

Resource Administration

Administrators decide what resources can and cannot access. It's crucial that administration rights are strictly limited.

  • Administrators can navigate: [Top menu] Profile (icon) → Admin settings → [side menu] Web UsersRoles and tick boxes next to the Action to be permitted in the relevant Role Column.

Resources3.png
Please note: Any role changes you make here will only affect resources that you have linked to a web user with the relevant role.

Exporting Resource List

You can also export the Resources list by:

  • Navigate to: [Top menu] Profile (Icon) → Admin settings → [Side menu] Resources
  • Add – Edit.

Resources4.png

Select Resources from the Export popup, but you will also see you can export Resource skills and start locations.

Resources5.png

Columns to export are:

  • ResourceID
  • ResourceName
  • ResourceReference
  • ResourceCode
  • LinkedWebuser
  • ResourceMobile
  • ResourceWorkingHours
  • ResourceGroup
  • ResourceExtraSkills

 

Conclusion

BigChange provides an efficient and user-friendly platform for managing your company's resources. By understanding how to create and manage resources, you can significantly reduce administration and ensure all information is stored in one place and is easily accessible.