Resource Booking

Automatic and Manual bookings

In WorkBook you can make bookings in two ways, automatic and manual. So in order for this guide to make any sense, it is important to understand the difference between the two.

Automatic Bookings

Automatic bookings are what you will be using the most. This type of booking takes the capacity profile, booking level and distribution method into account. Depending on your settings, WorkBook will allocate the amount of hours entered over the period of the task automatically.

Manual Bookings

Manual bookings will come in handy if you know that the employee will be busier on one day than another. With manual bookings you can edit the amount of hours allocated on the individual day.

When you make a manual booking less rules apply. The manual booking will take the employee capacity profile into account, however these bookings ignore the booking level as well as the distribution method. To make a manual booking, you have to allow manual bookings by clicking the check box in the bookings tab, and opening the manual bookings sub grid.

Capacity profile

Before diving into the resource booking level, we will have to take a look at the capacity profile set on the employee. The booking level will look at the capacity profile and define how many hours you’re able to book an employee on the given task.

The settings in the capacity profile are:

  • Ideal booking: The ideal amount of hours for an employee per day
  • Basic time: Actual work hours
  • Flex: Additional time an employee can be booked
  • Max. booking: The maximum number of booked hours
  • Work time start
  • Work time end

Whenever a new employee is created, they are given a default capacity profile. To edit the default employee capacity profile navigate to Settings > Employee settingsDefault capacity profile setup. From here you’re able to edit the default profile for employees and contacts. If you have several companies which need different default capacity profiles, you can set them up in the Company specific profiles tab.

Resource booking level

Once the employee capacity profile has been set up, you can apply the different booking levels:

  • Ideal
  • Basic time
  • Basic time + 25% flex
  • Basic time + 50% flex
  • Basic time + 75% flex
  • Basic time + 100% flex
  • Max 24. hours per day
  • Unlimited

Note: if you use any of the ‘Basic time’ options, automatic bookings will still attempt to use the ideal time set on the employee where possible. See examples.

Schedule default booking level

In order to control the default booking level on schedules, we will have to take a look at System variable 269. This variable defines the default booking level for all new job schedules. In turn the schedule defines the default booking level on tasks created on the job.

Task default booking level

A task will inherit its booking level from the job schedule it is on. The task booking level can be change on individual tasks, via the “Capacity” button in the upper right corner of a Task card.

Booking level: task

Scheduling methods

The distribution method decides how the booked hours are allocated. While the two options are pretty self explanatory, there are still system settings that can make these behave different than expected.

Even distribution

This scheduling method will allocate booking, as evenly as possible over the task period.

A common misconception, is that even distribution is that the hours are actually allocated evenly, however this isn’t exactly true. When you’ve made a booking with even distribution, the hours will be allocated in chunks. The size of these “chunks” is defined by system variable 474. As a default this is set to 30 minuts. The way even distribution works is best explained with an example, so click here to check out the examples section.

An important thing to note is that bookings which include flextime will be looking at system variable 260, instead of 474.

Use first available capacity

This scheduling method is pretty straight forward. The only thing that might cause confusion, is that WorkBook will attempt to only book up to the ideal booking if possible. Check out examples.


Even distribution: How bookings are distributed

For this example we have system variable 474 set to 30 minutes.

Lets say that we want to book 6 hours over 5 days (Monday to friday), then workbook will insert 30 min on Monday, 30 min on Tuesday and so on. Once it reaches the task end-date it will jump back to monday and do the process again until all the hours are allocated

So booking 6 hours over 5 days, will result in day Monday and Tuesday having 1.5 hours booked, while the rest of the days have 1 hour booked.


First available capacity uses ideal time over basic time if possible

As an example we will take a look at David, his ideal time is 6 hours and his basic time is 8 hours. We have a task which spans over 5 days. On this task our booking level is Basic time, and we are using the distribution method: Use first available capacity. On this task we will book 24 hours. One would expect that David would be booked 8 hours on the first 3 days, however this is not the case since workbook will attempt only to use the ideal hours if there is time before the task end date.


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