Flight and Room Booking Concepts

PeopleTray includes the ability to manually book a person into a room, and to automatically book people into room using the ‘Build’ function.

Rooms Structure

Rooms are linked to Blocks which belong to Camps. Camps are linked to Site Ports.

Room Types

Each person has settings to determine the location (Site Port/Camp) and type of room they will be booked into. You can configure you own room types. For example: Standard, Premium, Family.

Room Booking Types

Rooms also have booking types as follows:

Permanent: A person is permanently assigned to a room. Often people leave some belongings in a room that is permanently assigned to them.
Permanent Shared: More than one person can be assigned to the room. Often this option is used for back-to-back rotations where there is no overlap of time on site.
Permanent Room Group: Create a group of rooms. For example, 2 rooms. Assign 3 people to the room group. Often this option is used for several people on a 2 week on, 1 week off roster.
Casual Rooms: Anyone not assigned one of the permanent room options will be booked into a Casual room during the automated build process.

Person Site Port and Room Settings

On the person profile, view the person’s Roster Tab.

On the Person Roster tab page, the person has their (default) Home Port assigned, and their Site Port Options configured. One of the default Site Ports will be designated Default.

Home Port is where a person travels from when travelling to Site.
Site Port is the site the person travels to.
Site Port is usually the location for the person's room bookings. Although a person can also be booked into room at a Travel Port that is not designated as a Site Port.

Home Port and Site Port Influence on Flight bookings

Home Port and Site Port settings work together with the person’s Shift Types to determine how PeopleTray books people onto Flights to and from their work site and into Rooms during work swings (Periods working on site).

Flights requirements are based on the Shift Type for a person on each day.

Shift Types specify whether an Incoming or Outgoing flight is required:

Incoming flight required means the person will fly from their Home Port to their Site Port.
Outgoing flight required means the person will fly from their Site Port to their Home Port.

If the person is required to travel from a site other than their Default Home Port or Default Site Port as set on their profile Roster Tab, the Home and Site Port override options can be used.

Home Port and Site Port Influence on Room Bookings

If the person’s Shift Type designates Accommodation is required, the build processes will book the person a room at the Site Port (usually their default site port, or Home/Site Port Override) assigned to them for that day.

The build process gets the room requirements:

Permanent Room - Number or Room Group name

Casual Room: Camp, Room Type (E.g. Casual, Premium) from the Site Port settings on the person's profile Roster Tab.

Home and Site Port Override Options

PeopleTray provides additional flexibility to override the Default Home Port and Default Site Ports that are set on the person profile Roster Tab. Override options require the Advanced Site Port settings to be licenced and active for the Account. Contact PeopleTray Support if required.

Rostered Home and Site Port Override Option

Both the person Home Port and Site Port can be overridden on any day on a roster, by configuring Home Port and Site Port override on any day of the roster configuration.

The following image is an example where a person works at their Default Site Port for one week, following by a week of R&R, then working at a different (override) Site Port (Kalgoorlie) the following week. I.e. rotating between two sites on a regular basis:

Ad Hoc Port Override Option

For situations where a person has occasional or Ad Hoc requirements to travel from a different location (Home Port) to a different work Site (Site Port), a Roster Change can be added to their schedule at any time, on their Roster Tab, or on the main Rosters page. Click in the grid cell to add the change – enter the Home and/or Site Port override options as shown:

Site and Home Port override settings are indicated on the Person Roster Tab, and Main Roster page Underlined, and noted in the rollover display:

Add Home and Site Port Settings to a Person

Every person that travels requires a Default Home Port and Default Site Port to be set on their Person Roster tab.

Click the Home Port and Add Site Port button to view the options:

Flight Bookings

Flights are booked based on the person’s Shift Type settings (Incoming or Outgoing flight required) and their Home and Site port settings on their profile Roster Tab.

You can use Home and Site Port override settings to fly a person from a different Home and Site Port than their default settings.

Room Bookings

Rooms are booked based on the person’s Site Port settings on their profile Roster Tab.
The booking process looks at the person’s Shift Type for room required status, and at the Site Port on the day. In most cases the person’s site port will be the Default Site Port on their profile Roster Tab. However if an override Site Port is nominated in their Roster, or during a Roster Change, the build process will look for the Override Port on the Profile Roster Tab to obtain the Camp/Rooms settings to use for the Override Port.

Manually Booking Rooms

Open the rooms page. Left click on the grid cell for the start date and required room for the room booking requirement. This opens a modal. Edit the values, including start and end date and click Book Room.

Follow the same process (left click on Rooms grid cell) then click the orange Remove Booking button to remove a single or series of room bookings.

NOTE: Manual room bookings are NOT overridden by the automated room build process.

Automated Room Bookings Process

The room booking process follows these steps:

(System refresh) Master Roster is updated with latest roster and person settings changes to ensure accurate base, including Home and Site Port override settings.
Get Home and Site Port Settings from Master Roster, including Home and Site Port Override settings.
Get Room settings from the person Roster Tab, based on Site Port settings, including:
1. Permanent, Permanent Shared, Room Group assigned.
  1. Room number OR
  2. Room Group
2. Casual Room settings including:
  1. Camp
  2. Room Type (E.g. Standard, Premium)

Permanent Room Bookings

Booking Permanent, Permanent Shared and Room Group bookings.

Casual Room Bookings

Anyone not assigned Permanent, Permanent Shared or Room Group options is booked into a Casual Room.

Complete any existing Casual Room bookings for anyone booked into the camp the day or day prior to the Build Period start day.

Get the order of remaining People for Casual Bookings based on:
1. Boarding Algorithm:
  1. Roster Priority (See Roster settings)
  2. Person last name
2. Motelling
  1. Person with longest swing at start of build period
  2. Person last name
3. Booking Casual Room for current person for the duration of the Build Period.
4. Keep people in the same room throughout the build period provided the swing fits.
5. People will not have a room change in the middle of a swing. In the event a swing can not be booked into a single room, the booking will not be made and must be viewed and addressed on the Roster> Required page.
6. Get next person. Book Casual Room. Repeat until done.

NOTE: if neither a Room nor Room group is selected for the person’s site port settings, the person will be booked into a Room that has the Casual Room setting. The system may book the person into a different room for each swing with the Casual Room option, but will not change a person’s room mid swing.