Skills and personnel

Before you run jobs, set up two lists:

• Personnel — the people who do and supervise project work. These are the names you assign tasks to.
• Skills — what people can do, grouped into categories (for example Trades → Electrician, Plumber). Your own staff and your vendors share one skills list, so you can see who can do what.

The Projects module only appears when your subscription plan includes Projects.

Before you start

• You need the Projects permission.
• To give someone a My tasks board, they need a login to the system first.

Steps: set up skills

1. Open Projects → Skills and click New category. Give it a Name (for example "Trades" or "IT") and an optional Description. Click Save.
2. On the category's card, click Skill. Enter the skill's Name and Description and click Save.
3. Repeat for each skill. Each skill shows how many people and vendors have it.
4. Use the pencil to rename a category or skill, and the bin to delete it.

Steps: add a person

1. Open Projects → Personnel and click New person.
2. Enter the Full name, Role / designation and Phone. All three are required. Email and Address are optional.
3. Choose their Login if they use the system. This gives them a My tasks board and lets them sign off tasks they supervise. Leave it as No login for people who never sign in.
4. Tick Can supervise tasks for supervisors. Only these people appear in the Supervisor lists on tasks and visits.
5. Leave Active ticked. Untick it when someone leaves: they disappear from the pickers but their history stays.
6. Click the Skills they have. Selected skills are highlighted.
7. Add a Note if useful and click Save.

The list shows each person's role, phone, skills, whether they supervise, their login, how many open tasks they have, and whether they are active. Use the filter to show Active, Inactive or Everyone.

Skills when choosing people

When you pick an assignee, supervisor, team member or "performed by" on a task, each name shows the person's role and up to three of their skills, so you can choose someone suitable.

Skills for vendors

Vendors use the same skills list.

1. Open the vendor from Vendors (the vendor must already be saved).
2. Below the vendor's details is a Skills panel. Tick the skills this vendor offers. Each tick is saved straight away.

This panel only appears when your plan includes Projects. It helps project managers find the right subcontractor when they Engage vendor on a task.

Tips

• Keep skill names short and specific ("Electrician", not "Does electrical work").
• Link every supervisor's login. Without it they cannot sign tasks off and their My tasks board stays empty.
• Mark people inactive rather than deleting them. Their name stays on old tasks and visits.

Common problems

• "Name, role and phone are required." → fill in all three.
• "That login is already linked to …" → a login can belong to one person only. Remove it from the other record first.
• The delete button is missing, or "This person is on projects or tasks. Mark them inactive instead of deleting." → untick Active instead.
• Someone is missing from the Assignee or Supervisor list → they are marked inactive, or (for supervisors) Can supervise tasks is not ticked.
• "This skill is held by … person(s) and … vendor(s). Remove it from them first." → untick the skill on those people and vendors, then delete it.
• "This category still has … skill(s). Move or delete them first." → delete the skills in the category before the category itself.
• "A skill category called '…' already exists." → use the existing category or choose another name.
• "No skills set up yet. Add them under Projects → Skills." → create categories and skills first, then come back to the person.
• There is no Skills panel on the vendor → save the vendor first, or your plan does not include Projects.