Adding your Resources

This article provides a guide on how to add resources on the BigChange system. It is important to understand all of the options that can be set against a resource as this opens up further functionality to be used on the system.

Creating a Resource

To create a Resource, from the top menu, select "Account Settings", and then "Settings". From the side menu, select "Resources", followed by "Add - Edit" and then "Add".

Complete a New resource form for each resource. If you need to edit a resource's information, this can be done by selecting Add-edit, and then selecting the relevant resource.

The upper section of the form explained:

1. 1. 1. 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 BigChange App, 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. BigChange/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 Driver ID which the resource will use to log into BigChange App. 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.

The lower section of the form explained:

1. Payroll number: The Payroll number of the resource.
2. Manager: The manager of the Resource. Filling this out will allow you to create Alerts on your system that can trigger to the manager you have set within this section.
3. Start of holiday year: Determines what date the holiday year will start for your resource. Total remaining absence days will reset yearly on this date.
4. Working hours: Sets the working hours of your resource. This is represented on the 'Schedule'>'Display'>Daily view, with hours outside of the resources working hours highlighted in grey. This section also allows you to configure each day, in which you can set the starting location for your resources (For example, you can customise whether the resources starting location for the day is at the location of the previous job location, or from a contact, such as your office).
5. Out of working hour tracking data is private [Tick box]: If you have tracking enabled against your resource/vehicle, ticking this will automatically set any tracking data received out of hours as 'Private' meaning you will not be able to view the journey. You will still be able to view the mileage of the journey, though any tracking data will not be displayed on your map. 
6. Default hourly rate: The hourly rate of the resource. This also intertwines with the set-up of contact/job type rates which can automatically calculate the costing of jobs including the resource's rate.
7. Special hourly rate: The special hourly rate of the resource. This will be the rate used for the resource when working outside of their working hours on a job.
8. Always assists: Is used if this resource will always assist another resource. When the main resource has a job created against them, this resource will also be added automatically as an assistant.
9. Web user: Allows you to link your resource against a web user. This provides you with the capability to enable extra restrictions against the resource, or provide them with extra access/functionality whilst using the BigChange App.
10. Number of days vacation: The number of allocated vacation days assigned to the resource.
11. Icon: The icon set against the resource.
12. Skills: The allocated skills to a resource. These skills can be set to expire and allows you to set-up jobs with a constraint which would require a resource with a certain skill to complete it.