User Guide: Department Manager Dashboard
Last updated: January 15, 2026 Related Stories: US-21, US-23, US-24
Overview
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.
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)
Accessing the Dashboard
Navigation
- Log in to the GovAssist Admin Portal
- Navigate to Calendar in the main menu
- Click on Dashboard tab or select your calendar
- The manager view displays team workload metrics
Dashboard Layout
| Section | Content |
|---|---|
| Header | Department Dashboard title |
| Distribution Tabs | Appointment Status, Permit Type, User Distribution |
| Inspector Metrics | List of inspectors with appointment counts |
| Workload Balance | Average appointments per day, distribution indicator |
Viewing Workload Distribution
Inspector Workload Metrics
The dashboard displays each inspector's current workload with status breakdowns:
| Metric | Description |
|---|---|
| Current Workload | Total active appointments assigned |
| Status Breakdown | Count of appointments by status |
| Specialties | Inspector's qualified inspection types |
| Property Types | Residential, Commercial, Industrial assignments |
Appointment Status Totals
Each inspector card shows appointment counts per status:
| Status | Badge Variant | Description |
|---|---|---|
| Scheduled | warning (yellow) | Upcoming inspections |
| Confirmed | success (green) | Applicant-confirmed appointments |
| Unconfirmed | warning (yellow) | Awaiting applicant confirmation |
| In Meeting | primary (blue) | Currently in progress |
| Completed | success (green) | Finished inspections |
| Rescheduled | info (cyan) | Moved to different time |
| Cancelled | error (red) | Appointment cancelled |
| Require Reassignment | primary (blue) | Needs manager action |
| Require Reinspection | error (red) | Failed inspection needs follow-up |
| Require Reschedule | warning (yellow) | Appointment needs new time slot |
| Pending Payment | warning (yellow) | Payment required (system-only) |
Specialty Indicators
Inspectors display specialty badges with color coding:
| Specialty | Color |
|---|---|
| Building | Primary (blue) |
| Electrical | Warning (yellow) |
| Fire | Error (red) |
| Plumbing | Info (cyan) |
| Mechanical | Info (cyan) |
Workload Balancing
Understanding Distribution
The system tracks workload across your team to identify imbalances:
-
High Workload Indicators:
- Inspector has significantly more appointments than average
- Multiple urgent or high-priority items assigned
- Schedule shows back-to-back inspections
-
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:
| Group | Description |
|---|---|
| Building & Safety Department | Building permits and safety inspections |
| Fire Department | Fire safety and code compliance |
| Planning & Zoning Division | Zoning and land use inspections |
| Environmental Services | Environmental compliance checks |
| Waste Management | Waste handling inspections |
| Water Resource Management | Water and utility inspections |
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
- Locate the appointment needing reassignment
- Note the current status shows Require Reassignment or select any active appointment
- Review the inspection details
Step 2: Open Inspector Selection
- Click the Reassign button on the appointment
- The Select Inspector Modal opens
- View available inspectors with their current workloads
Step 3: Select New Inspector
The modal displays:
| Column | Information |
|---|---|
| Name | Inspector name and avatar |
| Current Workload | Number of active appointments |
| Specialties | Qualified inspection types |
| Property Types | Assigned property categories |
| Status Breakdown | Appointments by status |
Search: Use the search bar to filter inspectors (300ms debounce)
Step 4: Confirm Reassignment
- Select the target inspector
- Enter a Reason for reassignment (optional but recommended)
- Click Confirm Reassignment
- System updates the appointment and notifies both inspectors
Reassignment Tracking
All reassignments are logged in the Activity Log:
| Field | Description |
|---|---|
| Activity Type | REASSIGNMENT |
| Old Assignee | Previous inspector ID |
| New Assignee | New inspector ID |
| Reason | Manager's explanation for change |
| Timestamp | Date/time of reassignment |
Appointment Status Management
User-Selectable Statuses
Managers can manually set these statuses:
| Status | Value | When to Use |
|---|---|---|
| Scheduled | scheduled | Initial booking confirmed |
| Confirmed | confirmed | Applicant verified attendance |
| Unconfirmed | unconfirmed | Awaiting applicant confirmation |
| In Meeting | in_meeting | Inspection in progress |
| Completed | completed | Inspection finished |
| Rescheduled | rescheduled | Moved to different time |
| Cancelled | cancelled | Appointment cancelled |
| Require Reassignment | require_reassignment | Needs new inspector |
| Require Reinspection | require_reinspection | Follow-up needed |
| Require Reschedule | require_reschedule | Needs new time slot |
System-Only Statuses
These statuses are set automatically by the system:
| Status | Value | Trigger |
|---|---|---|
| Pending Payment | pending_payment | Payment required before confirmation |
Priority Management
Priority Levels
Appointments can be assigned priority levels:
| Priority | Value | Description |
|---|---|---|
| Low | low | Routine inspection, flexible timing |
| Normal | normal | Standard priority (default) |
| High | high | Important inspection, prioritize |
| Urgent | urgent | Emergency or deadline-critical |
Setting Priority
- Open the appointment details
- Select the Priority dropdown
- Choose the appropriate level
- Save changes
Dashboard API Data
Available Distribution Reports
The dashboard uses these API endpoints for data:
| Report | Endpoint | Description |
|---|---|---|
| Appointment Status Distribution | /appointments/status/distribution | Breakdown of appointments by status |
| Permit Type Distribution | /appointments/permit-type/distribution | Breakdown by permit category |
| User Distribution | /appointments/user/distribution | Workload per inspector |
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:
| Setting | Options |
|---|---|
| Default Page Size | 10 items |
| Page Size Options | 5, 10, 20, 50 |
Best Practices
Daily Management
-
Morning Review:
- Check status distribution for the day
- Identify any require_reassignment items
- Review high-priority inspections
-
Workload Monitoring:
- Compare inspector workloads mid-day
- Redistribute if significant imbalances
- Consider travel time in geographic areas
-
End of Day:
- Review completion rates
- Identify carryover to next day
- Plan for tomorrow's assignments
Effective Reassignment
-
Consider Specialties:
- Match inspector certifications to inspection type
- Verify property type experience
-
Geographic Efficiency:
- Group nearby inspections when reassigning
- Consider travel time impact
-
Communication:
- Always enter a reason for reassignments
- Notify inspectors of significant changes
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.
Related Documentation
- Inspector Assignment & Reassignment
- Inspector Scheduling & Route
- Peer-to-Peer Reassignment
- Calendar Permissions
- Audit Logs & History
Technical Reference
Source Components:
- Dashboard:
apps/calendar-app/src/services/Dashboard/ - Inspector Selection:
apps/calendar-app/src/pages/Calendar/components/RouteMapTab/components/SelectInspectorModal/ - Status Configuration:
apps/calendar-app/src/constants/appointmentStatus.ts - Activity Logging:
apps/calendar-app/src/pages/Calendar/components/AppointmentListView/const.ts
For additional assistance, contact your System Administrator.