Scheduling

Scheduling simplifies project planning and task delegation. You can visualize project timelines, assign tasks to team members, and use the Team view to manage availability. Stay organized and improve team collaboration.

Scheduling is an extra feature, which you can enable by upgrading your workspace to PRO or ENTERPRISE plan.

To schedule projects and team, activate project and team scheduling in the workspace settings.

Schedule projects and tasks #

Use project and task scheduling to plan and organize your projects easily. See the project timeline, assign tasks to your team and keep your projects on track.

1. Navigate to the Schedule page in the sidebar
2. Choose Projects tab to see project view

Project view offers a timeline-based overview of scheduled and active projects and tasks. 

Add a new project: 

1. Click on Add project
2. Choose the project in Projects window 

The project, along with all its assignments (if there are any) will be loaded and displayed on the project timeline.

If you’re working on a lot of projects at the same time and find your project view busy and overwhelming, you can hide a project scheduled for later and keep the timeline clear and simple.

Hide a project:

1. Navigate to the project
2. Click the three-dots menu
3. Choose Hide option

Use milestones if you’re dealing with a complex project that needs to be executed in steps or phases, you can add a milestone and mark the completion of each step or phase. 

Add a milestone:

1. Choose on a timeline step/phase date you’d like to be your milestone
2. Hover over that date in the timeline and you’ll see Add milestone info
3. Click on that date in the timeline
4. Enter a name and specify milestone date in Create milestone window
5. Click Create to complete the process

Drag-n-drop to move it to a different position on a timeline, or click on it and change its name. 

If your project timeline changed and you’d like to remove a milestone:

1. Click on a milestone
2. Click on the three dots in the Edit milestone window
3. Click Delete to complete the process

Edit scheduled projects #

Expand the project to see more details. 

You can see who is assigned to the project and the number of hours they are assigned to. 

To add new people to the projects and assignments:

1. Click on +Member
2. Search and find a member

Search for a particular project or client based on the dates when the projects were scheduled. 

1. Navigate to the top right corner of the page
2. Modify the date range and dates in the date picker
3. See assignments for a different time period (e.g. this week, next month, or some custom period like next 30 days) Note: Min range is 1 week and max range is 8 weeks

Use arrows to navigate to the previous or the next time period.

Project block with an underline suggests that a person is scheduled to work on that project all day. A red overline, means that they are over their capacity. 

Zoom in and out to see assignments in greater detail.

See total hours assigned for each project in the selected time range next to the project name.

If project/task is:

• Active – you can create new assignments for it
• Completed – you can’t create new assignments, only see existing ones
• Public – you can schedule any member to it
• Private – you need to add member to the project and then schedule them to work on project/task
• Archived – you can’t take new assignments, only see existing assignments

To see team member’s schedule in more detail:

1. Click on a team member in the Projects tab
2. You’ll jump to the Team tab where you can see their timeline in more detail

In case your initial plan and schedule changed and you’re either behind or ahead of the schedule with your project, you can shift the start day.

1. Choose the project
2. Click on the three dots
3. Choose Shift timeline
4. Choose the new start date of your assignments
5. Click Shift to complete the process

Schedule team assignments #

Team view lets you check capacity of your team at a glance (who’s available and who’s overbooked).

Project and Team views use the same assignment data so you can plan work using either view.

You can add a new member by clicking on Add member and it will load that user and show you all their assignments (if there are any). You can make assignments for active, inactive, and invited users. Filter assignments according to users and groups in the Team menu at the top left part of the Team page.

To remove a member, click on three dots next to them. Removing a member doesn’t delete their assignments, it just hides the user from the timeline.

You can see total hours assigned for each member in the selected time range next to their name.

You can click on a user to see their schedule in more detail.

If a user has time off in that period, you’ll see it in their timeline. If they have an assignment during time off, you’ll see that they’re over capacity.

Edit user’s capacity by clicking on the three dots next to them, or from the Team page by editing their profile.

• Full – user is at maximum capacity (e.g. if their capacity is 8h/day, they’re assigned 8h of work that day across projects)
• Xh open – user has X number of hours available (e.g. 1h open means you can assign them an additional hour of work for that day)
• Xh over – user has X number of hours assigned over their capacity (e.g. 1h over means they’re 1h over their capacity for that day)

You can choose to display user’s capacity on the Team page on daily or weekly basis.

To track performance of your employees by comparing their assigned vs actual working hours with Assignments report.

Manage assignments #

Assignment is specific job assigned to a team member on a project or a task. It helps organize work, track progress, and make sure everyone working on a project/task knows their role. In addition to the existing assignments, you can add new ones and plan out your project execution in greater detail.

To create an assignment:

1. Open Project tab (or Team tab)
2. Expand a project or add a new one (or expand a member or add a new one)
3. Click anywhere on the timeline to add a block (or click-n-drag to create a range)
4. Specify project task (optional, if project has tasks)
5. Choose how much the person will need to work on that project in the selected range
6. Choose start time (optional, if you plan shifts)
7. Add a note (optional, if you have some instructions for them)
8. Choose whether the assignment should repeat weekly
9. Click Create

You can create multiple assignments on the same project/task within the same timeframe. This allows you to add new assignments that may overlap with existing ones.

To edit an assignment, click on it to open it and make changes. You can also drag-n-drop the block to move it to some other day, or drag the edges to change start and end dates.

To split an assignment, hover over a line that separates days and click to split the assignment into two individual assignments (which you can further edit).

To copy an assignment, click on it to open it, copy by clicking on three dots, and choose who should get an identical assignment. If user has access to the task, it is copied along with the assignment. If not, the assignment is duplicated without the task.

To delete an assignment, click on it to open it, and delete by clicking on the three dots.

Total hours are calculated by multiplying number of working days with the number of assigned hours.

Users can have multiple project assignments for the same day, but they can’t have multiple assignments for the same projects on the same dates.

Assignments that have a note will have a note icon on the time block. You can hover over the icon to see the note in full.

Nonworking days (weekends, holidays, and time off) aren’t included in assignments.

Time off and holiday blocks are colored differently and display tooltip on hover.

To schedule someone on a nonworking day, you need to explicitly click on the date. Assignments on weekends and time off will automatically push someone over capacity.

Recurring assignments #

If an assignment should be repeated or is recurring each week:

1. Open an assignment
2. Check Repeat weekly
3. Select and enter the number of weeks it should repeat
4. Save

Assignments longer than 7 days can’t be repeated.

If you change how many weeks an assignment repeats:

• If you increase the number of weeks, new assignments will be created in the future
• If you reduce the number of weeks, oldest assignments will be deleted from the past

If you edit any assignment property (e.g. date, hours, note), you can choose whether you want to update all the assignments in the series, or create a separate assignment series.

Publish assignments #

You can create a schedule and once you’re finished, you can publish it so each user can see what should work on and when.

• Outline – assignment is unpublished and only admins can see it
• Colored – assignment is published and its assignee can see it (plus their manager)

Each assignment you create starts as unpublished, meaning its assignee can’t see it.

If you have an assignment that’s unpublished, the Publish button will become blue and you’ll see a counter for the number of unpublished assignments.

When you click Publish, all unpublished assignments you see will be published and visible (plus, assignees will receive an email notification if Notify users is checked).

If you edit or split a published assignment, it will remain published. If you copy a published assignment, its copy will be unpublished.

Assignments published in the Scheduling page are also visible to users in the Calendar page and any change to the published assignment will be reflected in the Calendar page, as well. If the assignments contain tasks, they will be visible in the Calendar, too.

Assignments in draft won’t be visible.

Who can see what #

• Owner, Admin and Project manager – create, edit, and publish schedule and calendar
• Team manager – see published schedule and calendar for their members
• Project manager – see published schedule and calendar scheduling for their projects
• Regular users – see their published schedule and calendar