> For the complete documentation index, see [llms.txt](https://docs.yoplanning.support/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.yoplanning.support/en/yoplanning-academy/yoplanning-parametrage/parametrage-produit/les-produits-qui-seront-utilises-sur-votre-planning/definir-les-staffs-potentiels-dun-produit.md). # Define the potential staff for a product ### What is it for? For each product, Yoplanning asks you to designate the **potential staff**: the team members who are likely to supervise this activity. This is the central setting of the **product ↔ monitor** link. It determines the operation of **potential sessions**, those that the [AI Schedule](/en/yoplanning-academy/yoplanning-parametrage/le-planning-ia.md) offers for sale without them yet being placed on the schedule: * the **online availability of potential sessions** (a potential session can only be sold if at least one of its potential staff members is available during the time slot); * **Automatic assignment** of the monitor when booking a potential session; * the **number of simultaneous sessions** that can be sold for this product; * product display in the **AI Planner**. {% hint style="warning" %} **This setting does not apply to sessions already scheduled.** A session scheduled on the standard calendar and open for online booking remains sellable regardless of the assigned instructor, including those not assigned to potential staff. Potential staff members therefore have no restrictive effect on daily assignments: they define who *can* supervise an activity, they do not lock anything. {% endhint %} {% hint style="info" %} This is also how **skill requirements** are managed: a "Diving Exploration" product only accepts instructors holding the DP (Diving Instructor Diploma) as potential staff. Yoplanning does not compare skills entered on staff profiles—you define the requirement by creating this list. See [Assign instructors according to their skills](/en/faq/faq-pour-le-parametrage/affecter-les-moniteurs-selon-leurs-competences.md). {% endhint %} *** ### Two ways to configure it The result is the same; choose the fastest entry point according to your situation. #### 1. From the product's perspective — "I have a product, who can frame it?" 1. Go to **Menu > Administration > Products**. 2. Open the product to be configured (or create it). 3. Scroll down to the **“Potential Staff”** section. 4. Select the team members capable of leading this activity — **and only them**. 5. Save. This is particularly useful when **creating a new product**, or when reviewing the requirements of an activity. #### 2. From the staff information sheet — "I have an instructor, what can he supervise?" 1. Go to **Menu > Administration > Staffs**. 2. Open the profile of the member in question. 3. Assign him all the products on which he is likely to work. 4. Save. This is especially important when a new instructor arrives, or when someone obtains a new qualification during the season: you cover all their products in one transaction. *** ### Tips and best practices * **Only add people who are truly qualified.** This list is a declaration of suitability: any instructor on it may be automatically assigned a potential online booking session. * **Don't be too restrictive either.** The fewer potential staff you declare, the fewer simultaneous sessions you can sell for that activity. Find the right balance between requirements and sales capacity. * **Use staff tags to build your lists.** Filter the staff list by a qualification tag ("DP", "English"...) to know exactly who to add. See [Sorting and classifying staff on the schedule](/en/yoplanning-academy/yoplanning-parametrage/gestion-staffs/trier-et-classer-les-staffs-sur-le-planning..md). * **Define the staff priority order.** The order of the staff list determines who is served first by the automatic allocation. See [FAQ: Staff Priority Order with AI Scheduling](/en/faq/faq-generale/faq-ordre-de-priorite-des-staffs-avec-le-planning-ia-staffs-potentiels.md). * **Update with each team change**: arrival, departure, new qualification. *** ### Common problems and solutions | Issue | Probable cause | Solution | | --------------------------------------------------------------------------------------------- | -------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | The product does not appear in the AI ​​Planning | No potential staff members are listed for the product. | Complete the "Potential Staff" section. See [the dedicated article](/en/faq/faq-pour-le-parametrage/resolution-du-probleme-des-produits-non-affiches-dans-le-planning-potentiel-sur-yoplanning.pro.md) | | The "AI" scheduling type is greyed out. | None of the team's products have potential staff | Configure at least one product | | A monitor is never retained by automatic assignment. | He is not listed as a potential customer for this product, or he is at the bottom of the priority order. | Add it to the potential product staff and check the staff sorting order. | | An unqualified instructor finds himself on a session | He is listed among the potential staff for the product, or he was manually assigned. | Remove it from the list of potential staff; manual assignment from the schedule is never blocked by this setting. | | A session is sold online even though the assigned instructor is not a potential staff member. | Normal behavior: a session scheduled is no longer dependent on potential staff. | No action required. To manage the sale of a scheduled session, use its own online sales options. | | Too few sellable sessions in parallel | Too few potential staff members have declared themselves. | Expand the list to include truly suitable monitors. | *** To learn more about scheduling sessions based on this setting, see [AI scheduling](/en/yoplanning-academy/yoplanning-parametrage/le-planning-ia.md). --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. 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