RFC: Display and edit Planned Absences in the Roster view

[jefft]

Currently the Planned Absence data is entered and displayed per-person:

I'm wondering if this same information could be displayed, and possibly also edited, in Roster views, as a new 'Planned Absences' column:

Rationale: church service planners care about unavailabilities in the context of roster planning. They want to be able to see at a glance who won't be there for a given week. It might not matter that person A can't make it, if person B can - but if A and B can't make it we've got a problem!

As for implementation: roster views currently consist of Roster Roles (Catering, AV, Sound, etc) and Service Views (Topic, Bible Text, Notes, etc). I'm suggesting 'Planned Absences' be allowed, either as a sort of virtual Roster Role or as its own thing.

[tbar0970]

Planned absences are already displayed when editing roster assignments for roles that have a volunteer group. Amidst the drop down box options, an absent person is labelled “absent” and that option is disabled.

For roles without a volunteer group, the absence is shown after you search for a person, and you’re prevented from assigning them.

Have you come across a situation where this doesn’t provide enough visibility to the rostering operator?

On Tue, 13 Jun 2023 at 1:18 pm, Jeff Turner @.***> wrote:

Currently the Planned Absence data is entered and displayed per-person:

[image: image] https://user-images.githubusercontent.com/205995/245335865-988bfa8e-2ed9-4b68-93f6-a8a743bbf456.png

I'm wondering if this same information could be displayed, and possibly also edited, in Roster views, as a new 'Planned Absences' column:

[image: image] https://user-images.githubusercontent.com/205995/245338600-ada43de2-e9cf-4f01-b621-3a03be3f1690.png

Rationale: church service planners care about unavailabilities in the context of roster planning. They want to be able to see at a glance who won't be there for a given week. It might not matter that person A can't make it, if person B can - but if A and B can't make it we've got a problem!

As for implementation: roster views currently consist of Roster Roles (Catering, AV, Sound, etc) and Service Views (Topic, Bible Text, Notes, etc). I'm suggesting 'Planned Absences' be allowed, either as a sort of virtual Roster Role or as its own thing.

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[jefft]

Have you come across a situation where this doesn’t provide enough visibility to the rostering operator?

Anyone wanting to know "who is unavailable this week"? :)

It's true Jethro tells the roster editor of an unavailability when they're actively scheduling for a role a roster, but other people in other contexts would like to see unavailabilities too.

[tbar0970]

We could add a column in theory. A challenge would be the scope of persons displayed. No point showing site B evening congregation absentees on my site A morning service roster.

[tim-pearce]

Perhaps this could be added into reports, as a selection criteria and as a field to be shown. This way you could produce a report for any defined group of people and/or a group of people absent within a certain period. Would need a filter such that you don't get all the absences a person has ever had!

[tbar0970]

From a separate discussion with Jeff: There could be a column within a roster view showing planned absences relevant to the displayed roster roles. So a "preaching and leading" roster could show which preaching/leading volunteers are absent each week.

[tim-pearce]

I think original idea makes sense except I would put it on the left. It would have all those in the volunteer groups or who appear on the roster in the period being shown. Alternately a pop-up table of the absences would be useful as you could then print the list.