Staffing Pools

Overview

Staffing pools streamline task assignment by grouping users who can be assigned to tasks. You can create pools based on roles, departments, or any organizational structure that fits your workflow. After creating pools, you manage membership to ensure the right people have access to assigned work.

Creating a Pool

To create a new staffing pool:

1. Navigate to Admin → Staffing Pools in the sidebar
2. Click the Create Pool button (top right of the page)
3. The Create Pool dialog opens

4. Enter the pool information:

   • Name: Enter a descriptive name for the pool (maximum 30 characters)
   • The character counter shows how many characters remain
   • Description: Optionally, enter a brief description of the pool's purpose (maximum 50 characters)
   • The character counter shows how many characters remain

   The Create Pool dialog with Name and Description fields

5. Click Add Pool to create the staffing pool, or Cancel to discard

6. The dialog closes and the new pool appears in the Staffing Pools list

The newly created staffing pool appears in the Staffing Pools list

The new pool is now ready for use in task assignments.

What Happens Next

After you create a staffing pool:

• The pool becomes immediately available for task assignments.
• You can add users to the pool to enable task assignment.
• Tasks can be assigned to the entire pool, allowing any pool member to claim and complete the work.

Adding Users to a Pool

Add users to a staffing pool to give them access to tasks assigned to that pool.

To add users to a staffing pool:

1. Navigate to Admin → Staffing Pools in the sidebar
2. Locate the pool you want to modify in the staffing pools list
3. Click the pool name to open the pool details panel
4. Click the Add Users button in the pool details header

1. The Add Users dialog opens
2. Search for users:
   • Type a user's name or email in the search field
   • The system searches across all users on your Flywheel site
   • Matching users appear in the results list below

1. Select users to add:
   • Click on a user in the search results to select them
   • Selected users appear as chips at the top of the dialog
   • You can select multiple users before adding them

1. Click Add 1 Users (or Add [N] Users if multiple selected) to add the users to the pool
2. The dialog closes and the pool details panel updates to show the new member count

The users immediately see any tasks assigned to the pool in their task lists.

Removing Users from a Pool

Remove users from a staffing pool when they should no longer have access to the pool's tasks.

To remove users from a staffing pool:

1. Navigate to Admin → Staffing Pools in the sidebar
2. Locate the pool you want to modify in the staffing pools list
3. Click the pool name to open the pool details panel
4. The pool details panel displays all current members in a table with Name and Email columns
5. Locate the user you want to remove in the members list
6. Click the trash can icon (delete button) on the right side of the user's row
7. Confirm the removal in the confirmation dialog that appears

The user is immediately removed from the pool and no longer sees the pool's tasks in their task list.

What Happens to Tasks When Users are Removed

When you remove a user from a staffing pool:

• Unclaimed pool tasks: The user no longer sees tasks assigned to the pool
• Tasks claimed by the user: If the user has started work on a pool task, the task remains assigned to them individually and they can continue working on it
• Completed tasks: Previously completed tasks remain associated with the user and are not affected

Editing Pool Details

You can change a staffing pool's name and description at any time.

To edit a staffing pool:

1. Navigate to Admin → Staffing Pools in the sidebar
2. Locate the pool you want to edit in the staffing pools list
3. Click the pool name to open the pool details panel
4. Click the pencil icon (edit button) in the pool details header
5. The Edit Pool dialog opens
6. Modify the pool information:
   • Name: Update the pool name (maximum 30 characters)
   • The character counter shows how many characters remain
   • Description: Update the pool description (maximum 50 characters)
   • The character counter shows how many characters remain

1. Click Save to save your changes, or Cancel to discard changes
2. The dialog closes and the pool details panel updates with the new information

Editing pool details does not affect existing task assignments or pool membership. Tasks assigned to the pool continue to reference the pool correctly even if you change its name.

Viewing Pool Members

To see who belongs to a staffing pool:

1. Navigate to Admin → Staffing Pools in the sidebar
2. The Staffing Pools page displays all staffing pools in a list
   • Each pool row shows the pool name and the number of members
3. Locate the pool you want to view in the list
4. Click the pool name to open the pool details panel on the right side

The pool details panel displays:

• Pool header: Pool name and description at the top
• Member count: Shows "X Users" indicating how many members belong to the pool
• Action buttons: Add Users, Edit (pencil icon), and Delete (trash icon)
• Members table: Lists all pool members with the following columns:
  • Name: Member's display name with their avatar
  • Email: Member's email address
  • Remove button: Trash icon to remove the member from the pool

The staffing pools list on the left remains visible, allowing you to quickly switch between viewing different pools.

Deleting a Pool

Delete a staffing pool when it is no longer needed for your studies. Deletion is permanent and cannot be undone.

To delete a staffing pool:

1. Navigate to Admin → Staffing Pools in the sidebar
2. Locate the pool you want to delete in the staffing pools list
3. Click the pool name to open the pool details panel
4. Click the trash can icon (delete button) in the pool details header
5. The Delete Pool confirmation dialog opens
6. Review the deletion warning:
   • The dialog shows the pool name you are about to delete
   • It displays the number of active tasks currently assigned to the pool
   • It explains that deleting the pool will change those tasks to "Unassigned" status
   • It warns that tasks will need to be reassigned manually

1. Click Delete Pool to confirm deletion, or Cancel to keep the pool
2. The dialog closes and the pool is removed from the staffing pools list

What Happens to Tasks When a Pool is Deleted

When you delete a staffing pool:

• Tasks assigned to the pool: Existing tasks are assigned to "unassigned".
• New task assignments: The pool is no longer available for new task assignments
• Completed tasks: Previously completed tasks remain associated with the pool name in Task Reporting.

Managing Pool Membership from the Admin/Users Page

Site administrators can manage a user's staffing pool membership directly from the Admin Users page. This approach is useful when onboarding new users or updating multiple pool assignments for a single user.

To manage pool membership from the Admin/Users page:

1. Navigate to Admin → Users in the sidebar
2. Use the search field to find the user you want to manage
3. Click on the user's row to select them
4. The user details panel opens on the right side
5. Scroll to the Assign to Staffing Pool section
6. In this section you can:
   • Add to pools: Use the dropdown to select a staffing pool, then the pool appears in the list below
   • Remove from pools: Click the trash icon next to any pool to remove the user from that pool
   • View all pool memberships: All pools the user belongs to are listed with their roles

Changes to pool membership take effect immediately. The user's task list updates to reflect their new pool assignments.

Pool Management Best Practices

Pool Membership

• Review pool membership regularly to ensure accuracy
• Remove users who have left the organization or changed roles
• Add new team members promptly so they can access assigned work
• Consider creating role-based pools (senior readers, junior readers) for training and quality assurance purposes

Pool Organization

• Use clear, descriptive pool names that indicate the pool's purpose
• Include location, role, or specialization in pool names (for example, "Site A Radiologists" or "Cardiac Imaging Readers")
• Add descriptions that explain the pool's intended use or membership criteria
• For multi-site studies, create separate pools for each participating site

Pool Maintenance

• Monitor pool utilization to ensure work is distributed evenly among members
• Adjust pool membership based on workload and availability
• Delete unused pools to keep the staffing pool list manageable
• Document your pool structure for new administrators

Staffing Pools and Permissions

Managing staffing pools requires specific permissions:

• Site Admin: Can create, edit, delete pools, and manage all pool membership
• Group Admin: Can view pools and manage membership for pools used in their groups
• Project Admin: Can view pools but cannot modify them

Contact your site administrator if you need permissions to manage staffing pools.

Related Topics

• Creating Tasks
• Managing Tasks