Room Assignments

Room Assignments link harvest days to specific rooms with assigned supervisors and pickers. They define who is working where on each harvest day.

Overview

A Room Assignment record contains:

• Harvest Day - The harvest day this assignment belongs to
• Room - The room being picked
• Supervisor - The user responsible for this room
• Pickers - Workers assigned to pick in this room
• Notes - Optional notes

The system automatically calculates and displays:

• Transactions - Count of transactions for this room on this day
• Total Weight - Sum of picked weights

Viewing Room Assignments

1. Click Room Assignments in the sidebar menu
2. You’ll see a table with all room assignments, sorted by harvest date (newest first)

Table Columns

Column	Description
Harvest Day	The date of the harvest day
Room	Room name
Supervisor	Assigned supervisor name
Assigned Pickers	Badges showing picker usernames
Transactions	Badge with transaction count
Total Weight (kg)	Sum of picked weights
Avg Weight (kg)	Average weight per transaction

Filtering

Use the filter panel to narrow down results:

• Harvest day: Select a specific harvest day
• Room: Select a specific room
• Supervisor: Select a specific supervisor

Supervisor View

If you have the Supervisor role, you will only see room assignments where you are the assigned supervisor. This filtering happens automatically.

Note: This filtering only applies to Room Assignments. Supervisors can view all records in other sections (Harvest Days, Room Pickers, Transactions).

Creating a Room Assignment

Who can do this: Super Admin, Operations Manager, Supervisor

1. Click Room Assignments in the sidebar
2. Click the New room assignment button
3. Fill in the form:
   • Harvest Day (required): Select from dropdown (shows dates, newest first)
   • Rooms (required): Select one or more rooms to assign
   • Supervisor (required): Select a user with the Supervisor role
   • Pickers (optional): Select workers to assign to this room
   • Notes (optional): Add any relevant notes
4. Click Create

Creating Multiple Room Assignments

When creating, you can select multiple rooms at once. The system will create a separate room assignment for each selected room, all with the same supervisor and pickers.

Viewing a Room Assignment

1. From the list, click the eye icon (View) on any row
2. You’ll see all assignment details including:
   • Harvest day and room information
   • Supervisor and picker assignments
   • Transaction metrics

Editing a Room Assignment

Who can do this: Super Admin, Operations Manager, Supervisor

1. From the list, click the pencil icon (Edit) on any row
2. Modify the fields:
   • Room: Cannot be changed (read-only during edit)
   • Supervisor: Change the assigned supervisor
   • Pickers: Add or remove pickers
   • Notes: Update notes
3. Click Save

Why Can’t I Change the Room?

The room is locked during editing because transactions are associated with this room assignment based on the room. Changing it could cause data integrity issues. To assign a different room, create a new room assignment.

Deleting Room Assignments

Who can do this: Super Admin, Operations Manager, Supervisor

Single Delete

1. Click Edit on the room assignment
2. Click Delete
3. Confirm the deletion

Bulk Delete

1. Check multiple room assignments
2. Click Actions dropdown
3. Select Delete selected
4. Confirm

Bulk Assign Pickers

This feature lets you assign the same pickers to multiple room assignments at once.

1. Check the boxes next to the room assignments you want to update
2. Click the Actions dropdown
3. Select Assign Pickers
4. In the modal that appears:
   • Search and select the pickers to assign
   • Click Assign Pickers
5. The selected pickers will be assigned to all checked room assignments

Note: This replaces any existing picker assignments on the selected room assignments.

Understanding Metrics

Transaction Count

Number of transactions recorded for this room on the harvest day. Transactions are matched by:

• Room name matches the assignment’s room
• Transaction date matches the harvest day’s date

Total Weight

Total weight picked from all matching transactions, in kilograms.

Average Weight

Average weight per transaction. Useful for identifying performance patterns.

Common Workflows

Daily Room Setup

1. Create or open the Harvest Day for today
2. Create room assignments for each room being picked:
   • Assign the supervisor responsible
   • Optionally assign initial pickers
3. As pickers arrive, add them to their assigned rooms

Reassigning a Supervisor

1. Find the room assignment in the list
2. Click Edit
3. Change the Supervisor dropdown to the new supervisor
4. Click Save

Adding Pickers Mid-Day

1. Find the room assignment
2. Click Edit
3. Add the new picker(s) to the Pickers field
4. Click Save

Alternatively, use the Room Pickers module for more detailed picker management.

Troubleshooting

Cannot See Any Room Assignments

For Supervisors: You only see assignments where you are the supervisor. If you have no assignments, you won’t see any records.

For Others: Check that room assignments have been created for the harvest day you’re looking at.

Cannot Edit Room Assignment

• Only Super Admins, Operations Managers, and Supervisors can edit room assignments
• Contact your administrator if you need this access

Picker Not Appearing in Dropdown

• The picker may not exist in the system
• Contact your administrator to add the picker

Supervisor Not Appearing in Dropdown

Only users with the Supervisor role appear in this dropdown. The user must:

1. Have a user account in the system
2. Be assigned the Supervisor role

Transactions Not Showing or Counts Don’t Match

If you expect to see transactions but they’re not appearing or the counts seem wrong:

Step 1: Check the Discrepancy Report

1. Go to the Dashboard
2. Look at the Harvest Discrepancy Overview widget
3. Filter to the harvest day in question
4. Look for transactions marked with red badges

Step 2: Identify the Problem Transactions might be:

• Assigned to the wrong room (runner possibly selected incorrect room)
• Recorded on a different date than expected
• Missing room assignment setup (room wasn’t assigned to the harvest day)

Step 3: Fix the Issue

• If transactions appear in the discrepancy report with red badges, use the Fix Selected Transactions bulk action to correct them
• If no room assignment exists, create one for the room and date
• See the Discrepancy Management guide for detailed correction steps