Skills, Tickets and Hours Limits
Record the skills and tickets each worker holds (with expiry dates), name the skills a requirement needs, and set a weekly hours limit such as 20 hours for a student visa in term time.
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Before You Start
Who can do this, and where.
Before you start
- The skills list in /manage needs the Workers area. A user whose access was never narrowed has it, and so do the Coordinator and Compliance presets. The Manager role (tenant_manager) or above can add skills, give them to workers and set hours limits.
- Only the Admin role (tenant_admin) can change what a missing or expired skill does.
In /manage: Workforce > Skills for the list, and the worker's own page (Workforce > Workers, then edit a worker) for their skills and their weekly hours limit. The job role on a worker and on a requirement works as before: skills are an extra check, not a replacement.
Your Skills List
Set it up once.
Add skills
Under Add a skill, type a name such as FLT counterbalance, Reach, Banksman or Food hygiene and click Add skill. Names cannot contain a comma, because the worker import separates skills with commas.
Rename or switch off
Use Rename to fix a name everywhere at once. Switch off stops a skill being checked on requirements and stops it being given to more workers; Switch on brings it back.
Choose what a missing skill does
Under Missing or expired skills, pick Check (the default: the worker can still be booked, with the reason shown as a warning) or Blocked (the worker is not eligible unless an Admin overrides with a reason, which is recorded). Click Save setting.
Give a Worker Skills
On the worker page.
Skills on a Requirement
On the Shifts board.
In Schedule > Shifts, open a day and use + Add requirement, or edit an existing requirement. Tick the Required skills it needs. The requirement card shows them, and copying a day or week keeps them. Workers already booked stay booked when you change the skills; anyone now missing one is named when you save.
In the Picker
What you see when you assign.
| Situation | In the picker, Find cover and bulk booking |
|---|---|
| Holds every required skill, in date | Their skills are shown, required ones in green |
| Missing a required skill, or it has expired | Check with the reason (for example Missing skill: Reach), or Not eligible if your setting is Blocked |
| Over a weekly hours limit that only warns | Check, for example Would be 24h this week, limit 20h (student visa, term time) |
| Over a hard weekly hours limit | Not eligible with the same reason. In the picker a Manager or above can still book with Override and book and a reason; Find cover and bulk booking leave the worker out |
Tick Has the skills in the picker to list only workers who hold every required skill in date. Hide not eligible hides anyone blocked.
Weekly Hours Limit
For example a student visa in term time.
Set the limit
On the worker page under Weekly hours limit (also in the availability editor), enter the Limit (hours a week) and a Reason, for example Student visa, term time. Under When a booking goes over, choose Warn only or Hard limit (blocks booking), then click Save limit.
Add holidays
Under When the limit does not apply, add the From and To dates (for example university holidays) with a Note, and click Add period. Shifts on those dates are not checked against the limit.
Import
Many workers at once.
The worker import (Workforce > Import workers, then Download template) has the columns max_hours_per_week, hours_limit_reason, hours_limit_hard (yes or no) and skills. In skills, list names from your skills list separated by commas, each with an optional expiry date in brackets, for example FLT counterbalance (31/03/2027), Banksman. Skills in the file are added to the worker or get the new date; an import never removes a skill. A name that is not on your list is an error on that row.
Troubleshooting
Common problems.
| Problem | What to do |
|---|---|
| A worker shows as Not eligible for a skill they hold | Check the expiry date on their worker page: the date of the shift may be after it. |
| The skill is not in the list on a requirement | It may be switched off. Switch it back on under Workforce > Skills. |
| A Manager cannot book over a missing skill | With the Blocked setting only an Admin can override. Use Check if Managers should decide. |
| The hours look too high | Bookings from today count in full. Cancel or move bookings the worker will not do. |
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