Department Manager Dashboard

The Department Manager Dashboard provides supervisors and managers with visibility into inspector workloads, appointment distribution, and the ability to reassign inspections across their team. This centralized view enables effective workload balancing and ensures inspections are completed on time.

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Prerequisites

Before using the Department Manager Dashboard, ensure:

• User has Manager or Supervisor role assigned
• User has Calendar App access with view and manage permissions
• Inspectors are assigned to calendars in your department
• Department groups are configured (if applicable)

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Accessing the Dashboard

Navigation

1. Log in to the GovAssist Admin Portal
2. Navigate to Calendar in the main menu
3. Click on Dashboard tab or select your calendar
4. The manager view displays team workload metrics

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Viewing Workload Distribution

Inspector Workload Metrics

The dashboard displays each inspector's current workload with status breakdowns:

Appointment Status Totals

Each inspector card shows appointment counts per status:

Specialty Indicators

Inspectors display specialty badges with color coding:

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Workload Balancing

Understanding Distribution

The system tracks workload across your team to identify imbalances:

1. High Workload Indicators:

   • Inspector has significantly more appointments than average
   • Multiple urgent or high-priority items assigned
   • Schedule shows back-to-back inspections

2. Low Workload Indicators:

   • Inspector has fewer appointments than peers
   • Available time slots in the schedule
   • Completed most current assignments

Viewing Department Groups

Department groups organize calendars by division:

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Inspector Reassignment

When to Reassign

Consider reassignment when:

• Inspector is overloaded with appointments
• Inspector is unavailable (sick, vacation, emergency)
• Specialist expertise needed for specific inspection
• Geographic route optimization needed
• Inspector's certification expired for inspection type

Reassignment Process

Step 1: Identify the Inspection

1. Locate the appointment needing reassignment
2. Note the current status shows Require Reassignment or select any active appointment
3. Review the inspection details

Step 2: Open Inspector Selection

1. Click the Reassign button on the appointment
2. The Select Inspector Modal opens
3. View available inspectors with their current workloads

Step 3: Select New Inspector

The modal displays:

Search: Use the search bar to filter inspectors (300ms debounce)

Step 4: Confirm Reassignment

1. Select the target inspector
2. Enter a Reason for reassignment (optional but recommended)
3. Click Confirm Reassignment
4. System updates the appointment and notifies both inspectors

Reassignment Tracking

All reassignments are logged in the Activity Log:

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Appointment Status Management

User-Selectable Statuses

Managers can manually set these statuses:

System-Only Statuses

These statuses are set automatically by the system:

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Priority Management

Priority Levels

Appointments can be assigned priority levels:

Setting Priority

1. Open the appointment details
2. Select the Priority dropdown
3. Choose the appropriate level
4. Save changes

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Dashboard API Data

Available Distribution Reports

The dashboard uses these API endpoints for data:

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Filtering and Search

Filter Options

Filter the dashboard view by:

• Date Range: Today, this week, custom range
• Status: Any appointment status
• Inspector: Specific team member
• Permit Type: Building, Electrical, etc.
• Priority: Low, Normal, High, Urgent
• Tax Map Zone: Geographic area

Pagination

Large result sets use pagination:

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Best Practices

Daily Management

1. Morning Review:

   • Check status distribution for the day
   • Identify any require_reassignment items
   • Review high-priority inspections

2. Workload Monitoring:

   • Compare inspector workloads mid-day
   • Redistribute if significant imbalances
   • Consider travel time in geographic areas

3. End of Day:

   • Review completion rates
   • Identify carryover to next day
   • Plan for tomorrow's assignments

Effective Reassignment

1. Consider Specialties:

   • Match inspector certifications to inspection type
   • Verify property type experience

2. Geographic Efficiency:

   • Group nearby inspections when reassigning
   • Consider travel time impact

3. Communication:

   • Always enter a reason for reassignments
   • Notify inspectors of significant changes

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Troubleshooting

Common Issues

Q: I don't see workload metrics for an inspector. A: Verify the inspector is assigned to a calendar in your department. Check that they have the Inspector role and are active.

Q: Reassignment button is disabled. A: You may lack the necessary permissions. Contact your administrator to verify you have calendar management rights.

Q: Status distribution shows unexpected numbers. A: Refresh the dashboard. Check the date range filter. Verify appointments are assigned to your department's calendars.

Q: Cannot find an inspector in the selection modal. A: Use the search function. The inspector may not be assigned to the calendar or may be in a different department group.

Q: Activity log doesn't show my reassignment. A: Allow a few seconds for the log to update. Refresh the appointment details. Check that the reassignment completed successfully.

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Related Documentation

• Inspector Assignment & Reassignment
• Inspector Scheduling & Route
• Calendar Permissions
• Audit Logs & History