Facility

A facility is something the company provides to an employee and wants to be able to find again: a transport seat, a locker, a company SIM, a canteen card. Each facility is created here with the number that identifies it, and the employee record then says who holds it.

Where

People Directory › Setup › Facility

Who uses it

The admin or HR officer, as facilities are added

When

Before facilities are recorded against employees

Needs first

Nothing

What it is for

Companies hand out a lot of small things and then cannot say who has them. Which locker is Bilal using. Who has company SIM number 0300 1234567. Which bus route is Fatima on. The answer usually lives in a notebook at the gate.

This screen is the register of those things. Each facility is one record with a name and a tracking number, which is the number that tells one locker from the next. Once the register exists, the facility can be recorded against an employee on their record, and the question becomes answerable.

The tracking number is required, and that is the screen's opinion about itself: a facility you cannot identify individually is not worth registering. The combination of name and tracking number must be unique, so two lockers cannot both be locker 14.

Every field, in plain words

Facility

Field	What it means	What to put in it	Notes
Facility	The short code for the facility.	LOCKER-014	Required. Must be unique.
Name	The facility written out.	Locker 14, Production Block B	Required. The screen refuses a blank name.
Facility Group	The family the facility belongs to, so like things can be listed together.	LOCKERS	Pick it from the list, where your installation has groups set up. Leave it blank if it does not.
Tracking No	The number that identifies this particular item.	B-014	Required. For a SIM it is the number, for a bus seat the route and seat, for a locker the physical number stamped on the door. The same name and tracking number cannot be registered twice.
Notes	Anything the reader needs.	Top row. Key held with the shift in charge.	Free text.

How to configure it

1. Decide what is worth registering. Things handed out individually and expected back are worth it: lockers, SIMs, transport seats, canteen cards. Consumables are not.
2. Create one record per item. Code LOCKER-014, name Locker 14, Production Block B, tracking number B-014.
3. Where the installation uses facility groups, set the Facility Group so the register can be read by family.
4. Use Notes for the detail the next person will ask about, such as where the key is kept.
5. Save, and record the facility against the employee who holds it on Employee Basic Information.

Scenarios

We run four buses and want to know who is on which

Create one facility per seat if seats are allocated, or one per route if they are not. Route level is usually enough and is far less work to maintain: four records against five hundred employees beats two hundred.

Somebody left and we need the locker back

The register says which locker they held. Clearing the facility from their record happens on the employee record, and is part of the clearance conversation when somebody leaves.

What it is connected to

• Nothing has to exist before this screen, other than facility groups if your installation uses them.
• Employee Basic Information is where a facility is recorded against a person. That is the only consumer.
• Nothing in payroll, attendance or performance reads a facility. It is a register.

If something looks wrong

• "It will not save, it says the facility name cannot be empty" - the name is required even though a code has been entered.
• "It will not save, it says the tracking number cannot be empty" - the tracking number is required. A facility with no identifying number is refused.
• "It says this facility with that tracking number already exists" - the same name and tracking number pair is already registered. Two items cannot share both.