Manage scheduled team assignments

When managing a team, one of the key responsibilities is to efficiently manage team assignments. These are the steps and features that can help you achieve that.

Scheduling is a paid feature, which you can enable by upgrading your workspace to the PRO or ENTERPRISE plan.

Scheduling can be performed by Admins. Project managers can only schedule their own projects.

Create assignments #

The first step is to create an assignment:

  1. Navigate to the Project or Team tab
  2. Expand an existing project
  3. Click + to add new project or member
  4. After you choose project/member Create assignment window opens
  5. Here, you can:
    • Use the timeline to add a block or drag for a range
    • Specify the hours and optional start time
    • Add any necessary notes
    • Choose if the assignment repeats weekly

Click Create and complete the process.

Edit and customize assignments #

Once assignments are in place, it’s important to know how to tweak them as needed.

Edit assignment:

  1. Click on the assignment in the timeline
  2. Make changes, or drag manually to adjust dates

Split assignment  #

  1. Hover over the line between days 
  2. Click on the timeline to split

Copy an assignment  #

  1. Open assignment
  2. Click on the three dots
  3. Select the recipient

Delete an assignment  #

  1. Open the assignment 
  2. Click on the three dots
  3. Choose Delete

Key points to remember:

  • Total hours are calculated based on working days and assigned hours
  • Users cannot have multiple assignments for the same project on the same dates

Repeat assignments #

For regularly occurring tasks, you can set up assignments to repeat:

  1. Open the assignment
  2. Check Repeat weekly 
  3. Select the number of weeks

Assignments longer than 7 days can’t be repeated.

Publish assignments #

To share assignments with your team:

  1. Create a schedule 
  2. When ready, publish it for members to see

Unpublished assignments are visible to admins only. Use the Publish button to make assignments visible to assignees.

Assignment visibility #

  • Owners, Admins, and Project Managers can create, edit, and publish schedules
  • Team Managers can view published schedules for their team
  • Project Managers can access schedules for their projects
  • Regular users can view their published schedule

For details, check out User roles & permissions

Performance tracking #

To keep track of performance, use Assignments report to compare assigned vs actual working hours.

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