The potential schedule
Definition
Potential Planning is an advanced feature of Yoplanning that allows you to create and manage potentially saleable sessions at defined times and rates, indicating the staff members likely to supervise each activity. This feature uses algorithms to calculate in real time the availability of sessions based on staff availability, making certain activities unsaleable online if the necessary staff is no longer available. This optimizes the use of resources and facilitates activity management, ensuring that each open activity is automatically assigned to the available staff, thus improving operational efficiency.
Example
To illustrate the use of Potential planning, let's imagine that you manage a leisure center offering three different activities: Woodland Walk, River Walk, and Power Walk, each requiring specific supervision. If your team includes a single instructor who is competent to supervise these three activities, Yoplanning's Potential planning allows you to schedule these sessions in advance. As soon as an activity is booked, it is automatically assigned to the available instructor, and the other two become unavailable for sale online, ensuring efficient resource management.
How to implement potentials
Yoplanning allows you to manage the "Potential Staff" through two distinct approaches: via the product settings or from the staff list. This flexibility allows you to adapt the configuration according to your needs.
1. Product settings
When you edit a product, a section called "Potential Staff" is available. In this section, you can designate the staff members who are potentially able to supervise the activity concerned.
Recommended use: This method is particularly useful when creating or editing a product. You can quickly select all the staffs that may be involved.
Best Practices: The number of simultaneous sessions of an activity you can sell depends directly on the number of designated staff members. Configure this section carefully to optimize your human resources, maximize sales opportunities and increase the flexibility of your schedule.
2. Setting from the staff list
From the staff list, it is possible to assign to each member all the products in which they are likely to intervene. This functionality is particularly useful for adjusting or extending the attributions of an existing staff.
Recommended use: Ideal when you are onboarding a new staff member or want to assign a set of products at once.
Best Practices: Configure this section to simplify management and ensure accurate matching between staff skills and product needs.
Choosing the right method
If your goal is to add a new staff to several products, favor the configuration via the staff list.
If you are setting up a new product, opt for the setup via the "Potential Staff" section of the product.
See you in the potential schedule.
The Potential Schedule is primarily an initial configuration tool, designed for pre-defining sessions but not intended to be used daily throughout the season. To access the Potential Schedule, click on the filter button located at the top right of your screen and then select the "Potential Schedule" option. It is important to note that if this option appears gray and unselectable, it means that you have not yet assigned any potential staff in your product settings. This step is crucial for the activation and effective use of the Potential Schedule.
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