{"id":18508,"date":"2024-05-30T07:57:33","date_gmt":"2024-05-30T07:57:33","guid":{"rendered":"https:\/\/clockify.me\/help\/?p=18508"},"modified":"2025-11-14T08:57:03","modified_gmt":"2025-11-14T08:57:03","slug":"manage-scheduled-projects","status":"publish","type":"post","link":"https:\/\/clockify.me\/help\/projects\/manage-scheduled-projects","title":{"rendered":"Manage scheduled projects"},"content":{"rendered":"\n<p class=\"translation-block\">Manage scheduled projects from the <strong>Schedule<\/strong> page and modify them according to your needs. Expand the project to see more details and information.<\/p>\n\n\n\n<p class=\"note translation-block\">Scheduling is a paid feature, which you can enable by&nbsp;<a href=\"https:\/\/clockify.me\/pricing\">upgrading<\/a>&nbsp;your workspace to the PRO or ENTERPRISE plan.<\/p>\n\n\n\n<p class=\"tip\">Scheduling can be performed by Admins. Project managers can only schedule their own projects.<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/lh7-us.googleusercontent.com\/o_B_yXXkGLSIl8MyW0WdE9xc31j8R-X1yPEqEOg8cL6Qo4FubNN0BTuVc2keE6Ok9Dv8eCM4FT8yQjruZ6kzdD0IV_oY1sbfAX_E1A0vZhj-5sMD67U-9B14XuAk7XDiv2dknbE_PQ4bl6V_SqDIBWo\" alt=\"\"\/><\/figure>\n\n\n\n<p>See who is assigned to the scheduled project and the number of hours they are assigned to.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Add members to scheduled project<\/h2>\n\n\n\n<p>Extend the team working on scheduled project or assignments by adding new members:&nbsp;<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li class=\"translation-block\">Navigate to the <strong>Schedule<\/strong> page<\/li>\n\n\n\n<li class=\"translation-block\">Choose the <strong>Project<\/strong> tab<\/li>\n\n\n\n<li class=\"translation-block\">Click on <strong>+Member<\/strong><\/li>\n\n\n\n<li>Search for and select a member<\/li>\n\n\n\n<li class=\"translation-block\"><strong>Create assignment<\/strong> window appears allowing modifications<br>Optionally:\n<ul class=\"wp-block-list\">\n<li>Select or create task<\/li>\n\n\n\n<li>Define time range<\/li>\n\n\n\n<li>Specify working hours\/days<\/li>\n\n\n\n<li>Add any necessary notes<\/li>\n\n\n\n<li>Enable billability<\/li>\n\n\n\n<li>Define if assignment recurs<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"498\" height=\"798\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/Screenshot-2024-11-04-at-10.17.57.png\" alt=\"\" class=\"wp-image-20938\" style=\"width:435px;height:auto\" srcset=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/Screenshot-2024-11-04-at-10.17.57.png 498w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/Screenshot-2024-11-04-at-10.17.57-187x300.png 187w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/Screenshot-2024-11-04-at-10.17.57-7x12.png 7w\" sizes=\"auto, (max-width: 498px) 100vw, 498px\" \/><\/figure>\n\n\n\n<p>Click <strong>Create<\/strong> to complete the action.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Track project cost and billability<\/h2>\n\n\n\n<p>Along with seeing scheduled projects and tasks, you can also see cost and billable amount allocated to the project and\/or task in question and financial resources needed for users assigned to work on them.<\/p>\n\n\n\n<p class=\"tip translation-block\">In order to see cost amount and billability for a project or task, <strong>cost rate<\/strong> and <strong>billabile hours<\/strong> need to be enabled in the <a href=\"https:\/\/clockify.me\/help\/track-time-and-expenses\/workspaces#workspace-settings\">Workspace settings<\/a>.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Enable cost rate &amp; billability<\/h3>\n\n\n\n<p class=\"translation-block\">To enable <strong>billabile hours<\/strong>:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li class=\"translation-block\">Open <strong>Workspace settings<\/strong><\/li>\n\n\n\n<li class=\"translation-block\">Switch to <strong>Permissions<\/strong> tab<br><img loading=\"lazy\" decoding=\"async\" width=\"350\" height=\"87\" class=\"wp-image-20837\" style=\"width: 350px;\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2021\/09\/Screenshot-2024-10-28-at-16.04.13.png\" alt=\"\" srcset=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2021\/09\/Screenshot-2024-10-28-at-16.04.13.png 373w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2021\/09\/Screenshot-2024-10-28-at-16.04.13-300x75.png 300w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2021\/09\/Screenshot-2024-10-28-at-16.04.13-18x4.png 18w\" sizes=\"auto, (max-width: 350px) 100vw, 350px\" \/><\/li>\n\n\n\n<li class=\"translation-block\">In <strong>Billable hours section<\/strong> enable <strong>Activate billable hours<\/strong><\/li>\n\n\n\n<li>Optionally set additional permissions of who can see hourly rates and amounts and billable status of the entries<\/li>\n<\/ol>\n\n\n\n<p class=\"translation-block\">To enable <strong>cost rate<\/strong>:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li class=\"translation-block\">Open <strong>Workspace settings<\/strong><\/li>\n\n\n\n<li class=\"translation-block\">In <strong>Cost and profit analysis<\/strong> enable <strong>Activate cost rate<\/strong><br> <img loading=\"lazy\" decoding=\"async\" width=\"450\" height=\"182\" class=\"wp-image-20836\" style=\"width: 450px;\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2021\/09\/Screenshot-2024-10-28-at-15.15.00.png\" alt=\"\" srcset=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2021\/09\/Screenshot-2024-10-28-at-15.15.00.png 570w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2021\/09\/Screenshot-2024-10-28-at-15.15.00-300x122.png 300w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2021\/09\/Screenshot-2024-10-28-at-15.15.00-18x7.png 18w\" sizes=\"auto, (max-width: 450px) 100vw, 450px\" \/><\/li>\n\n\n\n<li class=\"translation-block\">Additionally, <strong>Workspace cost rate<\/strong> field appears where you can set default cost rate of each tracked hour in your workspace<\/li>\n<\/ol>\n\n\n\n<p class=\"translation-block\">To enable <strong>cost rate<\/strong> and <strong>billability<\/strong>:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li class=\"translation-block\">Open <strong>Workspace settings<\/strong><\/li>\n\n\n\n<li class=\"translation-block\">In <strong>General<\/strong> tab, <strong>Scheduling <\/strong>section, enable <strong>See billable cost and amount<\/strong><\/li>\n<\/ol>\n\n\n\n<p class=\"translation-block\">You can enable <strong>cost rate<\/strong> or <strong>billable<\/strong> <strong>hours<\/strong> or both depending on which of these options are already activated in the <strong>Workspace settings<\/strong>.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">See cost &amp; billable amount<\/h3>\n\n\n\n<p class=\"translation-block\">If you&#8217;d like to see <strong>cost amount<\/strong> and <strong>billable amount<\/strong> for a certain project\/task:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li class=\"translation-block\">Navigate to the <strong>Schedule<\/strong> page in the sidebar <\/li>\n\n\n\n<li class=\"translation-block\">You&#8217;ll land on the <strong>Projects<\/strong> tab<\/li>\n\n\n\n<li>Once you expand a project, you&#8217;ll see users with their corresponding assignments and time<\/li>\n<\/ol>\n\n\n\n<p class=\"translation-block\">The <strong>Amount\/Cost <\/strong>column reflects totals of calculated billable and cost amounts, for that user, based on assignments, during the selected period. The same data is also displayed if you hover over the assignments whether they are published or not. <br>Also, any time assignment rates are updated, all related totals will automatically refresh to reflect accurate values.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"461\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2021\/09\/Screenshot-2024-10-28-at-16.06.13-1024x461.png\" alt=\"\" class=\"wp-image-20838\" srcset=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2021\/09\/Screenshot-2024-10-28-at-16.06.13-1024x461.png 1024w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2021\/09\/Screenshot-2024-10-28-at-16.06.13-300x135.png 300w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2021\/09\/Screenshot-2024-10-28-at-16.06.13-768x346.png 768w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2021\/09\/Screenshot-2024-10-28-at-16.06.13-18x8.png 18w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2021\/09\/Screenshot-2024-10-28-at-16.06.13.png 1379w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p class=\"note\">Values are displayed in the number and currency format set up in the Workspace settings.<\/p>\n\n\n\n<p class=\"tip\">If you downgrade your subscription plan or disable cost &amp; billable amount, Amount and Cost data won&#8217;t appear in the timeline.<\/p>\n\n\n\n<p><strong>Important considerations:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\">If only <strong>Billable rate<\/strong> is activated, only <strong>Amount<\/strong> will be displayed<\/li>\n\n\n\n<li class=\"translation-block\">If both rates are activated, both <strong>Amount <\/strong>and <strong>Cost <\/strong>will be visible<\/li>\n\n\n\n<li class=\"translation-block\">If relevant rate is activated but not set, the value will be displayed as <strong>0<\/strong><\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Search project or client<\/h2>\n\n\n\n<p>Search for a particular project or client based on the dates when the projects were scheduled.&nbsp;<\/p>\n\n\n\n<p>To do that:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Navigate to the top right corner of the page<\/li>\n\n\n\n<li>Adjust the date range using the date picker<\/li>\n\n\n\n<li class=\"note\">See assignments for a different time periods like this week, next month, or any custom period (e.g. next 30 days)<br><strong>The range can be from 1 week to a maximum of 8 weeks.<\/strong><\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/lh7-us.googleusercontent.com\/ElcqBHj6gYYj7fDsUTEyhgv-3KKj8hHdjqnGYzUmoTRIXhjyNMkKvHzS7A_6s6gU2h4Wa4cDZCThmTIcW6AHQ2FIfigcgKK1TcgJ0ccNcLr0AIyFmyxeGNVGu4PH4SWIdpaWECHlx7wtZ8ET7eYGVLQ\" alt=\"\"\/><\/figure>\n\n\n\n<p>Use arrows to navigate between previous and next time periods. Project blocks with an underline indicate a person is scheduled to work on that project all day. A red overline indicates they are over their capacity. Zoom in and out for a detailed view of assignments.<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/lh7-us.googleusercontent.com\/6g-ZtkKfbgiTPEC6lljAaacTzVS0cGcWtz9uTtrOAT-7arf71HnJFgnStsob9NdXQNAfW9czLYN1KXARIzg4Ww93sIKguWaj-CUs7r8KO6aBLAVAFJA7yCSeIkQs-jrjb24cavqhWd7rleoCAGYFE2s\" alt=\"\"\/><\/figure>\n\n\n\n<p>See total hours assigned for each project in the selected time range, displayed next to the project name.<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/lh7-us.googleusercontent.com\/F_01T9k58DlzMZIq8Wh3_JOOBG61mSv8T5HtJS5QuxoEc2VYaZXMrppB1xDk9zmhEjKHXJRQRqemv5Vcy4YiPnpf0Sspzehuo_RUu0t529FL_FNaay4aVP_aaDrKGV00n5yzxNAylNHQQWof__Neow8\" alt=\"\"\/><\/figure>\n\n\n\n<p>Understand the status of projects\/tasks:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Active<\/strong> \u2013 New assignments can be created<\/li>\n\n\n\n<li><strong>Completed<\/strong> \u2013 Only existing assignments are visible<\/li>\n\n\n\n<li><strong>Public<\/strong> \u2013 Any member can be scheduled&nbsp;<\/li>\n\n\n\n<li><strong>Private<\/strong> \u2013 Members need to be added before scheduling<\/li>\n\n\n\n<li><strong>Archived<\/strong> \u2013 Only existing assignments are visible<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">See team member\u2019s schedule<\/h3>\n\n\n\n<p>For a detailed view of a team member\u2019s schedule:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li class=\"translation-block\">Click on a team member in the <strong>Projects<\/strong> tab<\/li>\n\n\n\n<li class=\"translation-block\">You\u2019ll be redirected to the <strong>Team<\/strong> tab where you can see their timeline in more detail<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"391\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/Screenshot-2024-11-04-at-10.41.34-1024x391.png\" alt=\"\" class=\"wp-image-20940\" srcset=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/Screenshot-2024-11-04-at-10.41.34-1024x391.png 1024w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/Screenshot-2024-11-04-at-10.41.34-300x115.png 300w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/Screenshot-2024-11-04-at-10.41.34-768x293.png 768w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/Screenshot-2024-11-04-at-10.41.34-1536x587.png 1536w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/Screenshot-2024-11-04-at-10.41.34-18x7.png 18w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/Screenshot-2024-11-04-at-10.41.34.png 1922w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>In case your initial plan and schedule changed and you\u2019re either behind or ahead of the schedule with your project, you can shift the start day.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Shift timeline<\/h3>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Choose the project<\/li>\n\n\n\n<li class=\"translation-block\">Click on the <strong>three dots<\/strong><\/li>\n\n\n\n<li class=\"translation-block\">Choose <strong>Shift<\/strong> timeline<\/li>\n\n\n\n<li>Choose the new start date of your assignments<\/li>\n\n\n\n<li class=\"translation-block\">Click <strong>Shift<\/strong> to complete the process<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/lh7-us.googleusercontent.com\/K9oc1zcD6oc0P8xUjaeFwsZP0ulRJSL-dKLomBl1iK-Ic69s-2J4Xzoc-Mo8XOzQqfFvAyVbAGmXB-XTF0e2lInfB9p0AMuBhwiXBENSp7fQEsgCvPmyOvnkETMQle03XfW14Ho7nVpwSXE_Xo_fTIk\" alt=\"\"\/><\/figure>\n\n\n\n<p>After shifting the timeline, all assignments and tasks will be automatically adjusted accordingly.&nbsp;<\/p>\n\n\n\n<p class=\"tip translation-block\">For more details on how to schedule assignments for your team, check out <a href=\"https:\/\/clockify.me\/help\/projects\/schedule-team-assignments\">Schedule team assignments<\/a>.&nbsp;<\/p>\n\n\n\n<div class=\"wp-block-group related-articles\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-block-group-is-layout-constrained\">\n<h3 class=\"wp-block-heading\">Related articles<\/h3>\n\n\n\n<ul class=\"wp-block-list related-articles-list\">\n<li class=\"translation-block\"><a href=\"https:\/\/clockify.me\/help\/projects\/scheduling\">Schedule projects<\/a><\/li>\n\n\n\n<li class=\"translation-block\"><a href=\"https:\/\/clockify.me\/help\/projects\/schedule-team-assignments\">Schedule team assignments <\/a><\/li>\n\n\n\n<li class=\"translation-block\"><a href=\"https:\/\/clockify.me\/help\/projects\/manage-scheduled-team-assignments\">Manage scheduled team assignments<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n","protected":false},"excerpt":{"rendered":"Manage scheduled projects from the Schedule page and modify them according to yo&#8230;","protected":false},"author":25,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_helpful_status":1,"_searchwp_excluded":"","footnotes":""},"categories":[54],"tags":[],"class_list":["post-18508","post","type-post","status-publish","format-standard","hentry","category-schedule"],"acf":[],"featured_image_src":null,"author_info":{"display_name":"tamara radijevac","author_link":"https:\/\/clockify.me\/help\/author\/tamara-radijevac"},"_links":{"self":[{"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/posts\/18508","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/users\/25"}],"replies":[{"embeddable":true,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/comments?post=18508"}],"version-history":[{"count":82,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/posts\/18508\/revisions"}],"predecessor-version":[{"id":27447,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/posts\/18508\/revisions\/27447"}],"wp:attachment":[{"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/media?parent=18508"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/categories?post=18508"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/tags?post=18508"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}