Fields in the Link Capacity Team Table

• Team Member
  
  Team Member is the name of the team member as it appears in Xero Practice Manager. This is not editable in Link. To update the name of the team member this must be done in Xero Practice Manager. You can click on the team members name to navigate to their user page which shows their settings and user permissions.
  
  
• Email
  
  Email is the email address of the team member as it appears in Xero Practice Manager. This is not editable in Link. To update an email address this must be done in Xero Practice Manager by the user once logged in.
  
  
• Assignable
  
  The Assignable toggle indicates whether or not the team member can be assigned tasks. Administrators or advisors who are not assigned tasks should have this togged off, whereas team members who are assigned tasks should have this togged on.
  
  When the assignable toggle is off, the capacity target for the team member is automatically set to 0 and they will not show in any capacity reports.
  
  
• Job Title
  
  Job Titles are used when Viewing Capacity and Scheduling Tasks.
  
  When viewing capacity, you can add a filter to only see capacity for a specific job title. This allows you to see the available capacity for a group of people with the same title. This can be helpful if you have work that arises that needs to be completed by a certain skill set. By filtering the capacity charts by this job title, you can look for a team member with available capacity to take on the work.
  
  To make scheduling faster, you can reduce the team members that appear available to work on a task by assigning tasks to roles. For example, you can assign “Coaching” to Partners and not to any of the other Job Titles. When scheduling Coaching tasks, only team members that have been allocated the “Partner” job title will show in the “Assigned To” list. This is particularly useful for larger organizations that have big team lists to search through when scheduling.
  
  
• Team
  
  Teams are used when Viewing Capacity. When viewing capacity, you can add a filter to only see capacity for a specific team. This allows you to see the available capacity for a group of people within the same team. This can be helpful if you have work that arises that needs to be completed by a certain team. By filtering the capacity charts by this team, you can look for a team member with available capacity to take on the work.

• Office
  
  Offices are used when Viewing Capacity. When viewing capacity, you can add a filter to only see capacity for a specific office. This allows you to see the available capacity for a group of people within the same office. This can be helpful if you have work that arises that needs to be completed by a certain office. By filtering the capacity charts by this office, you can look for a team member with available capacity to take on the work.

• Billable Rate
  
  Billable Rate is used to calculate the allocated budget on tasks and jobs. The default rate set up for all team members is $200 per hour, which can be updated by clicking on the value in the table. This will bring up a pop up showing your entire team and their rates over the next 12 months.
  
  The rate entered for a team member will be multiplied by the hours they are allocated on each task, which calculates the allocated budget for the task. These task level budgets are summed at a job level and can be used in the Job Module to compare against the actual budget the job has.
  
  For example, a team member might have a billable rate of $200 per hour and is allocated 10 hours for a task. This is a $2,000.00 allocated budget for the task. Assuming this is the only task on the job, the job will also have a $2,000.00 budget. When viewing this job in the job module you can see $2,000.00 as the allocated budget, and you might see $1,500 as the actual job budget. This would show ($500.00) as the ‘budget to be allocated’. This shows us this job has been underpriced, or the team member has over estimated how long it will take.
  
  A team member's billable rate is set by month, and therefore cannot be overridden at a task or client level. We plan to roll out dynamic rates based on team member average recovered rates by task when Link Reporting is migrated into the new LinkHQ platform.
  
  
• Hours Per Week
  
  Hours per week is the number of hours the team member is contracted to work. This is used to calculate the available hours for the team member in a month, which is then used to calculate the available capacity for the team member by multiplying this value by their target capacity.
  
  For example, a team member who works 40 hours per week and has a target capacity of 75%, has an expected billable hours of 30 hours per week and an allocation of 10 non-billable hours per week. We then use these values to calculate the number of expected billable hours per month, depending on the number of working days in the month.
  
  
• Capacity %
  
  Capacity % is the target capacity for the team member. This could also be thought of as their target productivity. It is the percentage of time they are expected to be working on client work vs non-billable internal work.
  
  Capacity % is used to calculate the available capacity for the team member. For example, a team member who works 40 hours per week and has a target capacity of 75%, has an expected billable hours of 30 hours per week and an allocation of 10 non-billable hours per week.
  
  

Status

Status relates to the status of the team member as a user. The default status is “Send Invite”. Once an invite is sent, the status of the team member will change to “Resend Invite”, indicating that an invite has already been sent and is awaiting acceptance. Once the team member has accepted the invitation their status will be set to active, indicated by a green traffic light.

If a user has been deleted, the team members status will be set to inactive, indicated by a red traffic light.

Search

The search provided is a global search for all values in the table. This is a quick search so it will be instant. If you require more advanced search or filtering, we recommend using filters.

Filters

Filters can be added to reduce the dataset in the table. There are four options for adding filters:

• Includes
• Excludes
• Contains
• Does not contain

Multiple filters can be added for advanced filtering. If you find a good set of filters you think will be useful again, you can save these as a custom view so they are available when you return to the page later.

Views

Custom views allow you to save the view you have created. When saving a view, it will look at the fields that are shown, the filters that are used, and the width of each column. You can create a new view by selecting the +New View button, customizing the table, then saving it. We recommend renaming the view to help you easily identify it.