What is scheduling?

Table of Contents


You use scheduling in WorkBook to create a work break down structure and to gain overview of who’s doing what and when. You also use the schedule functionality to present a nice looking Gantt chart to share with related resources on the job.

You can divide a schedule into phases and within phases you can add task. On the task level you can set the start/end date (duration) and allocate hours to resource that should work on the task.


Setup of default capacity profile and employee capacity profile
When allocating a resource on a task WorkBook will distribute the number of hours that you allocate with an algorithm based on the resource capacity profile.

When you create a new employee in WorkBook it will copy a default capacity profile that can be modified in Settings/Employees/Default capacity profile.

Ideal booking: the number of hours the system should suggest to allocate on a day.
Basic time: the number of hours that the employee must enter on the time sheet (according to labour laws)
Flex: the number of hours that a user can work over-time on a day.

Changing the default capacity profile will copy that profile whenever you create a new employee in WorkBook.

In Settings/Employees/Employee settings/Capacity profile you can set the capacity profile for the employee which can vary from the default capacity profile.

Example on how the system will allocate hours.

Note: The smallest amount that can be allocated is 0,25 hours (15 minutes)

The task duration is 3 days:

Monday Tuesday Wednesday
2 hours 2 0 0
8 hours 6 2 0
12 hours 6 6 0
18 hours 6 6 6

In the example above no other hours are allocated to the user. Now let’s say that the user already has been allocated for 3 days / 12 hours and now another user would like to do an additional allocation:
The (new) task duration is 2 days and 12 hrs.:

Monday Tuesday Wednesday
Already allocated 6 6 0
12 new hours 2.5 2.5 7

In the example above the system will recognise that it must try to allocate the hours within the 3 days. The only way it can do that is to start take from the Basic time hours (and if necessary the Flex hours).

This means that the system always will try to allocate hours within the Ideal booking time and only take from the Basic time/Flex time if it is necessary. This is however only the default setup which can be adjusted.

Adjusting the default booking level
You can adjust what booking level all new schedules are to be born with in System variable no. 269: Default booking level on all plans. The booking level sets how many hours a user can book as maximum on a schedule.

The options are as follows:
Ideal time: allows only to book up to the ideal time
Basic time: allows only to book up to the basic time
Basic time + 25% flex:
Basic time + 50% flex:
Basic time + 75% flex:
Basic time + 100% flex:

Adjusting the allocation method
If you prefer not to use the default allocation method (Book first available capacity) and would like the system to evenly distribute the allocated hours instead, then this can be changed in System variable no. 475: Default method when booking employees.

The options are as follows:
Book first available capacity
Evenly distribution of hours

If you change it to Evenly distribution of hours, the allocation method will change to this:

The task duration is 3 days:

Monday Tuesday Wednesday
2 hours 1 0.5 0.5
8 hours 3 2.5 2.5
12 hours 4 4 4
18 hours 6 6 6

You can set the minimum hours that is allowed pr. day in System variable no. 474: Minimum minutes to book per day when method is “Evenly distribute hours” (Default is 0.50 hours pr. day).

Apart from setting this up as defaults in the system you can adjust it individually on each schedule as well which presents the most flexibility.

Setting system variables

This section applies to various system variables that can be set in WorkBook. System variables are found under Settings/Global system settings/System variables.

Setting no. and name Description/recommendation
580: Set Job status to 3 when last user task is set to done This setting will automatically set the job status to status 3 “For invoicing” when the last task is set to Done-
638: Registration must be linked to task if the job contains an active schedule and it contains task with status to-do. This setting will force users to choose a task (if any) in their time sheet when entering hours on a job. If no task has been created then users can enter hours directly on the job, with no task relation.
364: Traffic light function: auto stop registration after x hours This setting will automatically stop the traffic light, if the user forgets to stop it manually after X hours where X being the variable.
607: Traffic light function: Create new time registration record for every stop/start This setting will create a new line in the time sheet for every start/stop that the user does. If not set the system will merge time entries pr. day including comments to the time entry.
357: Traffic light function: force hour round up This setting will round up time entries. If a user has started/stopped the traffic light for e.g. 3 minutes and the round up function is set for 10 minutes then the time entry will be 10 minutes.
169: Supplementary description is requested as default on new tasks This setting can trigger all new task to be created so the system requires the user to enter a comment when entering hours on the task.
347: Reduce booked hours on task after time registration This setting will trigger to reduce the allocated hours booked when the user is making a time entry. Example:
Allocated hrs = 8
Time entry = 4
Time left / booked hrs = 4


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