Artifax Event Integration

ArtifaxEvent is a leading Venue and Event Management solution. We have collaborated with them directly to bring their event information including resource booking requests directly into StaffSavvy. 

 

This allows managers to see all important information from Artifax directly in the schedule creation and shift management pages of StaffSavvy. This also includes details such as cost codes, custom fields and resource bookings.

 

 

Integration Setup

To enable this integration, go to the Integration tab within System > Configuration > Global Settings. You will need to know your Artifax URL and you will need to have created an API key for StaffSavvy to use. Enter these details and click save.

 

It might take a few minutes for the sync to complete and initial data be downloaded. To confirm the sync is working, go to edit a venue. You will find an Artifax tab.  There should now be a list of Artifax rooms shown. 

 

You can also enable Cost Code sync under your Artifax settings, which will populate all cost centres from ArtifaxEvents. This has recently been updated to include the option to sync up with Arrangement ID as the cost code for events. This allows you to easily link hours worked to the arrangement. 

You are also given several options when uploading resource costs for booking custom fields within ArtifaxEvents. These options include, putting in estimated costs versus putting in the actual costs, or alternatively, putting in estimated costs before the shift and the actual gross cost, or finally the budgeted cost.

 

Contact StaffSavvy support if you have any issues with this integration.

 

Loose Linking VS Direct Link

Loose linking matches shifts to scheduled events based on the start times for shifts. For example, if you have an event starting at 10am and another at 4pm, any shifts starting at 11am will be assigned to the first event and any shifts starting after 4pm will be assigned to the second event.

 

This method is useful for organisations who do not use ArtifaxEvent resources and/or schedule staff within the venues directly or have regular shift patterns that exist before the events are booked in. This allows staff to see the events they are working without explicitly assigning them to the events.

 

There is a limit of one event per hour per venue when using this linking method.

 

Direct Link requires staff to be assigned to an event explicitly. This is normally done by using the scheduling tool and importing the templates from Artifax Events resources. It can also be done using the Add Shifts button which is displayed within Resources in StaffSavvy or it can also be done by choosing the explicit event when editing a single shift.

 

This option is useful if you have multiple events in the same venue at the same time or within the same hour (for example, different tour groups). 

 

Venue Configuration

Select the rooms in Artifax that you wish to match to this venue in StaffSavvy. Multiple rooms can be shown on multiple venues.

Once chosen, update the status filter below and choose which Artifax event statuses you want to show. This allows you to ignore events not yet confirmed or cancelled.

 

The remaining settings allow you to choose what information is included on the page. By syncing the events to StaffSavvy’s events, you will override anything already entered there. If you choose to keep the information separate then you can see the Artifax event and then enter your own title. Your title will be what is shown in reports and to staff.

 

You are able to pick and choose the resources and custom fields you wish to display within this venue. For custom fields, there are two sections. One for admin views of the venue when editing and creating shifts. The other set of custom fields can be set to be displayed to the staff assigned to shifts for the events.  This allows you to have multiple venues importing data from the same Artifax rooms but display different parts of the information so it’s always relevant. It also allows you to have different custom fields displayed for managers creating the shifts and staff working them.

Managers have the ability to automatically update shifts to match resource bookings as well as being able to specify what to do with shifts if staff members are then no longer able to work those shifts. 

You are able to choose a dedicated custom field on each resource booking to hold the total cost for that resource.

Additionally, you have multiple options here depending on how little you wish to disrupt shifts already assigned, including whether to only match resource booking if the staff member is able to do the new shift.

 

Automatic Shift Detailed Notes Sync

This option allows resource booking notes in Artifax to be copied over to StaffSavvy when using the automatic schedule template creation.

 

Schedule Template Creation

Under each Role within StaffSavvy you can assign an Artifax resource so the system understands which resources match up to either other.

 

This allows StaffSavvy to build roster templates automatically from the requested resources booked in Artifiax. The template will be created, the correct roles assigned and the template assigned to the correct day within the schedule.

 

It’s then just a case of making any adjustments and previewing the generated shifts.

 

Within the venue confirmation, you can also choose if you want the system to allocate the shifts or to create extra, unassigned or offered shifts instead.

 

Resources View

 

On the grid view, the system will display a comparison of the Artifax resources that are scheduled compared to the StaffSavvy shifts scheduled in. We’ll show when it is matching and display a warning when StaffSavvy doesn’t match the booked resources.

 

There is an Add button to the resources which easily adds a shift matching the resources into the system ready to be assigned to a staff member. It’s perfect for quick additions or for teams that require careful manual management.

 

Below is how the resources panel looks with the green schedule notifications displayed along with the Add Shift button.

 

 If you are using ArtifaxEvent and Resource bookings, you can also adjust which resource booking a shift is assigned to within an ArtifaxEvent. 

This will display when editing the shift details directly. You will be able to select the event and below that drop down box will be a Resource drop down.

 

You also have the ability to change which ArtifaxEvent resource booking is assigned to a shift when editing a shift. This allows the correct allocation of resource bookings and upload to ArtifaxEvent. If the shift is allocated to an event, the shift role is allocated to a resource booking type and there are resource bookings for that event with that resource type when you will be able to choose which booking the shift is related to.

 

(Please note that only resources assigned to the event and role will be shown. If you are changing the role or event then do this first, save the shift and then re-edit it to choose the resource booking.)

 

If the schedule shifts are not matching the booked resources, you’ll receive a notification with the difference.

 

 

Mismatch Warning Flag

If we’re using resources from ArtifaxEvent, we’ll compare the bookings to the scheduled shifts and display a warning message on the grid list where you can see if there are any days that need attention.

 

You can then view the details page to see what doesn’t match.

At this point, you can correct the shifts so they match or dismiss the warning. The warning will only reappear if the requirements change again in the future.

 

You can configure when the system will display a mismatch flag within the venue’s settings for Artifax.

 

The options allow you to decide if hidden shifts should be counted and if unassigned shifts should be counted when matching with resources. These options mean that the flag can still be displayed if the shifts are created but not published or not assigned to staff members yet.

 

There is an additional option which allows you to change the assigned role of a shift while still showing the resources and shifts as being matched. This option is particularly useful if you need to schedule 5 tour guides but then nominate one of them to be a lead tour guide. This is still matching the requirement of 5 tour guides but one is also now a leader.

 

The matching rules are also used if you are updating the ArtifaxEvent Event’s Status automatically.

 

 

Sync Staff Allocation Up to ArtifaxEvent

StaffSavvy allows you to push up the scheduled staff and their details back to ArtifaxEvent when using ArtifaxEvent resource bookings for staff.

This means their names and, optionally, total working length and/or costs are displayed right on the resource bookings within ArtifaxEvent.

 

To enable this, go to the Integration tab of the Global Settings. Find the option called “Upload Resource Allocations to ArtifaxEvent?” and choose which ArtifaxEvent Custom Field we should write the allocation of shifts to. You can also choose here the order that staff should be listed (if there are multiple staff allocated) and what information we write to ArtifaxEvent such as working duration and budget cost.

 

Please note that you need the latest version of ArtifaxEvent for this feature and that updates to the scheduled shifts can take a few hours to sync through between the systems.

 

From here there are the following options for displaying shift order.

• Start Time, First Name, Last Name.
• Start Time, Last Name, First Name.
• First Name Last Name.
• Last Name, First Name.

You also have the option to include/exclude additional information such as; shift times, work duration and budget cost.

 

ArtifaxEvent Event Status Changes

 

If you are using ArtifaxEvent Resources, you can have StaffSavvy automatically update Artifax Events Event Status once all resources have been allocated.

There is a limitation where only one venue can currently perform this update; if you have two venues linking to the same event then their status changes could override each other.

 

Configure the status change sync within global settings. You can choose which status to change the event to once resources are assigned. You can also set a status to change it to if they are mis-aligned.

 

You also have an automation filter; this is important so that the system will not update the status of cancelled or provisional events for you automatically.

The resource matching rules are used to decide if the event is matching the resources so you can customise how strict this matching is.