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Assign Team Members to Equipment

With this task, you can:

• assign to an equipment asset the parties involved in supporting the asset. Support members can be employees, contacts, or vendors that have been entered into the system.
• assign employees, vendors, and contact to a team
• create new employees, vendors, and contacts

A support person for an equipment item may or may not belong to a team, and equipment support members do not need to be members of the same team. For example, staff from several departments can support an equipment item, and each of these involved parties can belong to different teams (or not team at all). An equipment item might have these assigned support members:

• maintenance personnel. This party could belong to a maintenance team, but this is not mandatory.
• a move coordinator

• one or more members of the IT department. For example, the IT department may have several people that support desktop applications. The IT desktop application support team is assigned to all the PCs on a floor, a given department, or a given type of PC.

After you assign a support member to an asset, their contact information is available when you review the asset in the Equipment Systems Console.

Assign support staff to an equipment item and to a team

Tip: You can also assign a team member from the Equipment Systems Console by clicking the plus sign button in the bottom of the Equipment Profile panel that lists the team members for the selected asset. See Assigning the equipment support team.

1. Select the Assign Team Members to Equipment task. The Equipment Support Team form appears. Note that in the below image, the equipment support team members for equipment item 1007 are from different teams (the Team Code field).

   
   
   

2. From the Equipment list, select the equipment item for which you want to assign a support member. The Equipment Support Team pane shows the support members already assigned to the selected equipment.
3. To add a new support member, click the plus sign .

   The Equipment Team Support form appears.
   
   

4. Enter the following information.

   Name. Click the ellipsis in the Name field to access the tabbed form to select the employee, contact, or vendor you want to add as a support member. Use the smart search filter at the top of each tab to locate the employee, contact, or vendor. Once you locate the name, click on it to add it to the form.
   
   
   When selecting employees, vendors, and contacts to add them to the team, you might notice that a particular party does not yet exist in the database and that there is no record for you to choose. For your convenience, you can create employees, contacts, and vendors directly from this view. Use the Add New Contact, Add New Employee, or Add New Vendor button, located in the upper right corner, to create a new party. For information on how to complete the fields on these forms, see Employees table, Contacts table, Vendors table.
   

   Cellular Number and Email Address: These fields fill in with the information entered for the selected employee, vendor, or contact. You can also manually enter this information, if needed.

   Team Member Role. Enter a brief description of the role the team member has for this equipment,

   Contact Status. Setting the team member status ensures that users have access to current contact information. By default, this field is set to Active, but you can select Inactive, Archived, or Removed when the team member is no longer active.

   Date Membership Start / Date Membership End. If participation on the team is limited to a specific time frame, select those dates here. If participation is on-going, you can leave these dates blank.

   Team Code. Select the team to which you are assigning this person.

   • If the person is already associated with a team and you want the person in this team associated with the equipment item, choose the team from the Team Code field.
   • It the party has not been previously associated with a particular team, you can make the association now by choosing the team from the list.
   • If desired, you can leave this field blank. The party will still be associated with the equipment item.
   • Suppose a person is on two different teams and you want both their team associations to be associated with the equipment item. In this case you can assign the person to the equipment item two times and choose a different value for Team Code each time.

   Notes. Enter any information about this team member's involvement with the equipment.

5. Click Save.

Editing member assignments

You can edit the Team Code, Date Membership Ends, and Contact Status for a team member.

If a team member is no longer supporting this equipment, change the Contact Status to Inactive, and fill in the Date Membership ends.

Contact information is changed in the Contact, Employee or Vendor record for the team member. If needed, use the Notes section to document any changes.