Scheduling

Adding a new schedule 

If a schedule does not currently exist underneath your selected job, you will be prompted to create one.

 

Schedule settings

Once you do, you will be brought into the schedule settings. Here, you can give your schedule a name and review some important information on the booking settings. You can learn more about the resource booking allocation method by reading this article.

 

An important button to be aware of on the settings page is the Save Template feature in the top right corner: Screen Shot 2016-07-13 at 12.23.13 PM
This allows you to save the schedule you have created in your job as a template to be used on other jobs, as detailed below.

Copying your schedule from somewhere else

In order to populate your schedule with tasks to book your resources upon, you can either manually add the tasks from scratch, or you can copy the information from elsewhere. The copy function looks like this: Screen Shot 2016-07-13 at 12.16.48 PM

 

When you choose to copy your information from elsewhere, you have the option to choose what pieces are brought into the new schedule. For example, when copying from a template, you can choose to set a new start or end date, copy the resources attached to the original tasks, as well as their bookings.

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Phases

When you copy from someplace else, the first thing that is populated is the phases. The phases are the overarching steps of the job. All of the tasks that you will create will be placed underneath one of the phases. Each phase can be given whatever name you wish, as well as a description and a customized phase color. Use the Screen Shot 2016-07-13 at 2.49.53 PM icon to add a new row, and the Screen Shot 2016-07-13 at 2.50.12 PM icon to delete.

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Tasks

Once your phases are properly set up, you’re ready to create your tasks on the next tab. You can use the “Group By” button Screen Shot 2016-07-13 at 12.29.30 PM on the right hand side in order to view the information in your preferred method: Gantt, Grid, or Timeline. You can also use the other settings within this dialog in order to customize your view of the tasks.

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In order to create a new task from scratch, highlight the phase you wish to add a new task to. Then, type in your “New Task” name and hit enter. This will add the task to the bottom of your phase.

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You can drag-and-drop your task on the Gantt chart in order to change the start and end dates, and elongate the task by dragging the start or end date out.

Task bindings

If you would like to create a relationship between tasks, you can easily do this with a task binding. A binding ensures that if one task is moved, the tasks it is bound to will follow appropriately. Create a binding between tasks by dragging a line between the white circles on the start or ends of the two tasks you wish you create a relationship between.

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Right-click on the task binding to edit it. You can choose what type of relationship the binding dictates, as well as the lag day(s), i.e. a delay in binding.

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Show Price quote amount on schedule

You have the possibility to show the plans total price.

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This will give you a total price of the plan in the top right corner

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If you want to see how the plan is compared to the price quote you also have this possibility

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Here you can see the amount from the approved price quote, the known cost, what to be expected in the plan and if there is an overspending.

Task settings

Highlight your task and click the Task Settings button Screen Shot 2016-07-13 at 12.53.24 PMto access more granular information. This help guide will go through the basic task features that are important to know for scheduling. For more details on the task card, you can read this article.

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Basic settings

The basic settings Screen Shot 2016-07-13 at 1.07.41 PM on a task dictate detailed information about the task, such as the start and end date, activity, time entry and billable status, etc. Review this information carefully when putting together your schedule.

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Task Conversation

Having a task-specific conversation Screen Shot 2016-07-13 at 2.26.35 PMensures that your collaboration is kept to this specific task, making it easier to find and reference back to later. Ask your Project Manager for more information, bring more resources in to work on the task, or simply keep your team up to date on the status. Everything that you collaborate on gets recorded in your Inbox.

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Task briefing

The task briefing Screen Shot 2016-07-13 at 2.32.34 PM gives the resource all of the information they need in order to work on the specific task. Upload a Word Doc, PDF, or images here, or simply edit directly within WorkBook.

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Booking a resource to a task

There are multiple ways to book a resource to a task. Review below, and use the method that best suits your needs.

Task settings

You can add a new resource to a task by using the drop-down feature in the task settings under “Booked resources”  Screen Shot 2016-07-13 at 2.36.15 PM. Choose your resource and then input the amount of hours in the “Booking.”

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If a resource does not have the available capacity and cannot be booked on the task, the “Not Booked” column will display how many hours were unable to be booked in red.

Manual Booking

When using the booked resources tab, you are also given access to the manual booking Screen Shot 2016-07-13 at 2.39.55 PM. If a task spans over the course of multiple days, you can open the manual booking and select a specific amount of hours to go in specific days. For example, for a 3-day task that requires 10 hours of work, you can schedule Alessandro to work for 3 hours on Monday, 2 hours on Tuesday, and 5 hours on Wednesday.

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Add resource to task

For larger teams, the adding a resource to a task Screen Shot 2016-07-13 at 2.41.23 PMwith our drag-and-drop functionality may be a good fit. This allows you to search for a specific resource you have in mind by name, or you can use the skills search in order to find exactly who you need based on their knowledge.

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Once you’ve found who you need, simply drag-and-drop the individual onto the task to book them. You will be prompted to input the amount of hours they are to be booked.

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Quick-add user

If you know the username of the resource you wish to book a task to you, you can use the quick-add feature. Highlight the task you wish to assign a resource to. Then, input the user’s initials and hit enter – you will be prompted with the same dialog box asking for the amount of booked hours.

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Multiple schedules

You can have multiple schedules on one job. Underneath the Settings tab, you can review basic information such as the current schedule’s name and booking level. You may edit the schedule’s name at any time.

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If you would like to add another schedule to your job, you can either duplicate screen-shot-2016-09-07-at-12-03-43-pm the current schedule, or add a new plan from scratch screen-shot-2016-09-07-at-12-03-47-pm.

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Once you have your new schedule added, you can review all of the schedules underneath your job with the drop-down menu. Highlight and click upon the schedule you wish to review / edit in order to access it. If you want to delete one of your schedules, you can use the delete button screen-shot-2016-09-07-at-12-00-47-pm. Just make sure it is inactive first, as active schedules are not available for deletion.

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If a schedule is active, the tasks and bookings within it are active as well. If you disable a schedule, the tasks and bookings will remain within it, but they will no longer be active on the resource todo lists. You can tell from a glance in your drop-down if a schedule is active or not with the little lightbulb. If it is “on”, the schedule is active.

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You can toggle between your schedules within the Tasks tab as well using the drop-down.

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Helpful features

Recalculate resource capacity booking

This button screen-shot-2016-09-07-at-11-54-26-am allows you to do two things. Firstly, you can recalculate your task bookings on your resources depending on the available capacity. For example, if you had originally booked a resource for 10 hours and they have already begun to log hours to the task. You realize you need to change the booking to 12 hours, and do so. Now you can click the recalculate button to reallocate the necessary hours to your resource on the task.

Secondly, this feature allows you to update the prices on each of the tasks depending on the job’s price list. If you have change the job’s price list mid-job, you can recalculate the prices using this button.

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Reorder tasks

You may reorder your tasks screen-shot-2016-09-07-at-11-54-29-am depending on your method of preference.

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Reschedule tasks

You can reschedule multiple tasks at once using the reschedule tasks Screen Shot 2016-09-07 at 11.54.33 AM function.

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Once you click the reschedule tasks button, you can select from a variety of different methods how you would like to move the tasks within your schedule. Note that you can choose to “Select all” tasks at once, or pick-and-choose which phase(s) or task(s) you would like to shift separately.

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