Team Scheduler

The Team Scheduler will show you what resources are working on and what their capacity is.

The Team Scheduler is your resources dashboard and a place where all resource and project managers should live on a daily basis. 

Here you can view and manage your teams work in the form of tasks and can do so daily, weekly, bi-weekly and monthly simply by dragging and dropping tasks from day to day or employee to employee. 

HANDY TIP: If you make use of the Magnetic leave module employee's leave will also show up on this view.

You can view your entire company or filter in a number of ways such as; individual, team or department. 

What setup is needed

The Team Scheduler gives you a detailed overview of all tasks employees are busy on, but in order to see exactly who is working on what, the following key things should be in place:

• The tasks must have a start and end date. 

• The tasks must be assigned to an owner.

• Employees must belong to a department.

• Leave days must be added on Magnetic.

• Time estimate set on tasks. 

How do I access and use this report?

• Click on Task, then from the "Change View" dropdown menu select "Team Scheduler"

• Enter filters such as:

  • "Date from"
  • Task Owner 

  • Owner Department Department 

  • Position

  • Opportunity/Job name 

  • or any other filter you find relevant to your search.
    

• Select, by ticking the tick boxes, if you want to:

  • Ignore weekends.

  •  Exclude "Unassigned" user.

  • Include Watchers.
    

• Select if you want to view the schedule for a:

  • Day

  • Week

  • 2 Weeks

  • Month

• Click on the search icon for the search to work.

• Filter the search as required.
• Results can be exported as a CSV file, Excel file or a PDF document.

How is the data captured to populate this report?

Simply by creating, tracking and closing tasks will give you the necessary data to make this a valuable and insightful report. 

The following users are involved in the data that populates this report:  

• Resource / Project Managers - these are the people who assign tasks to users and jobs and ensure all the correct information is set on the task. 

• Anyone responsible for doing work on tasks - these users must keep their tasks up to date to ensure tasks appear on the correct days. 

How to maintain this report

• Host a weekly meeting with your resource/project manager and review the Team Scheduler to ensure all work is correctly allocated and on track.

• Make sure tasks that are complete are marked as closed.

• If tasks are overdue, ensure the TSV is kept up to date. 

Handy Tip:

Take note of leave and sick days and if an employee is sick on a day, make sure their critical work is allocated to someone with capacity.