Using the Team Scheduler

Our Team Scheduler View shows your team's capacity for the weeks ahead as well as the tasks your team is scheduled to work on now. This way you can easily see each team member's capacity and what your team is working on.

To access the Team Scheduler, open the left hand navigation menu and click "Team Scheduler"

Click below to view a step-by-step training video showcasing the new scheduler. 

Key things for the scheduler to work efficiently, there are three things that need to be in place:

• Time Allocations on task resources - We need this to work out how much time will be used when working on tasks.

• Start and End date of Tasks or Opportunity/Job - We need this in order to work out how much you need to work each day. End dates on individual tasks will take preference over opportunity/job end dates.

• Hourly capacity per employee is set correctly - The default is 8 hrs per day per employee. This can be can be changed in the user settings for Base, Ideal and Extra Capacity.

• We do advise on the use of billing rates for your tasks/resources for accurate financial reporting

How to filter  the information in Team Scheduler View:

• Filter the users - By department, Team, Position, Skill/Tag OR Full Name

• Filter the tasks - The multiple filters will apply to the tasks that will be displayed in the team scheduler. 

• Additional broad search filter is available by clicking the highlighted icon below. This allows a refined search based on specifics like Task Name or Task #.
  

Settings
Click the "Cog" icon to access the View Settings for the Team scheduler. 

Here you can enable/disable various options relating to how tasks/capacity and resources are displayed on the team scheduler.

Rules that are applied to this view:

• If a task doesn't have a start and end date then we use the Opportunity/Job's start and end date.

• If no start date exists then we assume the task starts a day before the end date.

• If no end date exists then we assume the task end a day after the start date.

Scheduling Tasks  

Not only can you view and move around tasks that are already assigned to users, you can also schedule unassigned or unscheduled tasks.

To schedule unassigned and unscheduled tasks, follow the below steps:

1. Click the "Unassigned" button as indicated below:
   

2. A pane will automatically expand to add the filters you would like to apply to the Unassigned and Unscheduled tasks in the expanded pane (in other words, find the unassigned tasks you want to assign).
   

3. If selected, “Only Show Involved Users” will only display users who are one of the following on the unassigned and unscheduled tasks: 

   • Task owner

   • Task watcher

   • Opportunity/Job watcher

4. To assign a task owner as well as a start and end date to one of the unassigned/unscheduled tasks, simply drag the task to the correct user and date on the right-hand side