People
The desktop application concerns itself with Persons, whereas the web application uses Users. They serve different purposes and are defined as follows:
- Person - A representation of an individual taking part in the masterplan, to whom tasks can be assigned. They correspond to an actual person in a given organising team. This does not grant access to the published masterplan and is solely used for defining constraints in the optimisation.
- User - An account which grants access to the calendar view of the published masterplan associated with an event. Each user has a one-to-one relationship with an event and may be associated with a Person. If such a link is established, the calendar highlights tasks to which the user is assigned. A user may also not have an associated Person and would still be able to access the published masterplan. This is useful for coordinators who would like to have insight into the schedule but are not directly taking part in doing tasks.
Person
Persons can be defined and edited under Person Management and have the following fields:
- First and Second name (required) - Sets the display name of the person.
- Phone (optional) - Defines the phone number of a Person. May be exported in Google Calendar, but is otherwise not distributed.
- Max Hours per day (optional) - Limits the total number of hours a person can be assigned to tasks per day.
- Home location (required) - Sets the location in which the Person starts in the morning (i.e. Hostel). Each Person can have a different home location.
- Unavailability period (optional) - Defines time frames in which the Person cannot be assigned to tasks due to their absence or other conditions. In such a case, the person is expected to return to the location where the next task is being performed.
- Capabilities - Defines the capabilities the person has, which are used to assign them to tasks.
Important: When changes are made to a Person (such as added unavailabilities) they will be reflected in the next optimisation. However, already optimised plans will not reflect those changes and need to be re-optimised.
Users
Users grant access to a published masterplan and can be set through the admin in the web app under Users or through the shared JSON exportable by the desktop application.
The admin can generate one-time activation links which can be used to set up passkey authentication associated with a user. Through this passkey, the calendar can then be accessed.
