Merge Assignments: How to Combine Staffers’ Assignments

Table Of Contents

Interactive Walkthrough
Overview
Required User Rights
Combining Assignments Step-By-Step
FAQ
How Does The System Transfer Data Between Assignments?
Where Can I Combine The Assignments Of A Given Staffer?

Interactive Walkthrough

Overview

Managers may sometimes allow staffers to log time for a project without creating a formal assignment. This can result in a staffer logging time for a project even though they haven't been assigned to it. When this happens, the system automatically creates an assignment without any scheduled hours—logging only the time worked. Later, when the manager creates a manual assignment and schedules the staffer's hours, two assignments may exist: one with logged hours but no schedule and another with a schedule but no logged hours. So, there is one case when we should use this option - if a staffer logs time into a project without a scheduled assignment. The Merge Assignments feature simplifies this by combining these assignments with a single click, ensuring accuracy in reports.

Required User Rights

Combining Assignments Step-By-Step

Depending on whether you want to combine assignments and tidy up all calendars of all people in the project or just one, select the blue MERGE ASSIGNMENTS bulk button at the top of the calendar, marked with the number 1 in the graphic. If only one person - find them in the calendar and use the white MERGE ASSIGNMENTS button, which is located directly under the person's name (number 2). 

Regardless of which button you choose, the confirmation flow looks the same in the application.

The GIF below shows an example of combining assignments of one person:

FAQ

How Does The System Transfer Data Between Assignments?

Clicking the Merge Assignments button: moves time entries from an unscheduled assignment to a scheduled assignment that matches the time entry date.

Handling multiple scheduled assignments: If the staffer has several scheduled assignments, time entries are matched and moved based on their dates.

Single scheduled assignment scenario: If the staffer has only one scheduled assignment, and the dates of the time entries from the unscheduled assignment don’t match, the entries are still transferred, but the assignment itself is not modified.

Only time entries are transferred: Other data from the unscheduled assignment is not transferred, and the unscheduled assignment is deleted after the merge process.

Where Can I Combine The Assignments Of A Given Staffer?

You can combine assignments in the Project Profile on the Team Calendar Tab. Follow the path below to be able to combine assignments: