Team Jobs allow you to create Jobs with multiple interpreters assigned to a Job and with Interpreter Shifts you can further split a Job duration into individual Interpreter shifts, including overlapping shifts to allow for handover between Interpreters. This may be a requirement in the case of a particularly long assignment or where different requirements are needed within the appointment such as medical or legal certification. Note that you can create Team Jobs without Interpreter Shifts but for the purpose of this user guide we will describe both features on a single Job.
Video Demonstration Create or update a job to have multiple interpreters
Creating this type of Job starts out like any other:
- From any screen in II, you can click the blue Create New Booking button from the top of the screen, or
- Navigate to the ‘Home’ menu and select ‘Create New’ under the ‘Bookings’ section or
- ‘Create New’ under the ‘Jobs’ section
- Select the Client, or Customer and then Client, and the Requestor
- Choose the Service Location
- In the Appointment Details section select the Language and the Service Type plus any additional References or Requirements if relevant
- Under # Interpreters Requested you can then specify the team requirements, anything more than 1 will indicate that this is a team Job. Maximum # of interpreters is 50.
- Select the Consumer from the drop down menu and in this example we will assume that the Consumer will also have a family member attend so we are going to add an additional Consumer by clicking on the Add More Consumers link
- Start typing/select an additional Consumer and as always you can edit/create a new consumer on-the-fly using the edit/pencil icon; once you have selected an additional consumer you can select more or click Close to return to the booking form
- In the Calendar section populate the Expected Start Date & Time and the Duration in Hours & Minutes as normal
- To enable Interpreter shifts on the Job, tick the Use Interpreter Shifts box
- Click the blue Save button as normal at the bottom of the page
Navigating to the Assignments tab of this Job you can see that the Team Size is 2 and that (in current unassigned state) both Interpreter slots are open
You can also see that the system has created 2 individual Jobs under this Booking to represent each Interpreter shift/visit; this is important as each Interpreter will be paid separately and as different emails will need be sent to the Interpreters based on what shift they have been assigned to
You can now specify the shifts for each Interpreter:
- Type the start and end time under each Job/Visit (in this example we have broken the job into 2*2 hour shifts but as discussed these shifts can also overlap if preferred)
- Make sure to save each Job/Visit individually by selecting the drop down menu/cog wheel beside each job and clicking Save
Additional features on this page include the ability to add even more Interpreters and to Override any Requirements set on the Booking level (added when creating the Job e.g. Medical Certification) for the individual Interpreters by clicking the Override Requirements box at the bottom of any Job/Visit. Note that when this is enabled, a new link will appear allowing you to add an alternative Requirement. This may be useful when a Job originally required 2 Medically Certified Interpreters, for example, but the Requirement then changed to having one of them legally certified instead - Overriding the Requirements for one Interpreter will allow you to remove the Booking levelMedically Certified Requirement and then add a Legal Certification Requirement for this Interpreter which will apply only to this Interpreter. As always, make sure to save any changes at the individual Job/Visit level on this page using the cog wheel drop down menu associated with the Job/Visit.
In a recent improvement to the system, the ‘Service Type’ can now be changed at both Job level and Visit level. To do this at the Visit/Team Job level, enable the flag ‘Override Service Type’ next to the appropriate Visit and then use the dropdown menu to select an alternative. As always, be sure to save changes at the individual Job/Visit level on this page using the cog wheel drop down menu associated with the Job/Visit.
Moving to the Recurring tab you will notice that both of these Jobs appear and you can see the relationship based on the Team Size, Job Status of each as well as the Service Type for each Job/Visit..
Navigating to the ‘Manage Jobs’ page you can also see both of these Jobs, the different start time for each, the Team Size and the 2 hr duration for each Job. You can also see the additional Consumer that we added earlier when creating the Job.
By editing either of these Jobs at a later date you can take action on both by updating either the main booking, if anything changes at that level, or by updating the individual Job/Visit parameters on the Assignments tab as previously illustrated.
We will discuss Team Jobs & Interpreter Shifts in further detail when we begin looking at Job Assignments.