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Autoscheduling: Scoping & Timeline

AI powered cruise control for project managers is now just a click away.

Main Takeaway


Every time you scope out your projects our AI can, if you will it, automatically allocate your team to all tasks and will do so by picking up on your teams availability and current capacity.


Note: To learn more about the AI and how it operates, please visit our article here.


How does the Auto Schedule work?

What does it do:
With just a few clicks our Auto Schedule feature plans your entire project and assigns team members to all the tasks.
How it works:
The plan is based on the estimates and the roles assigned to the tasks. With this information we match the tasks to the first team member available with that role.
The Algorithm:
Our algorithm will always respect people's existing workload, and the dependencies in between the tasks, which ultimately provides you with the fastest Project delivery date based on the team selected. You can always edit the settings before applying the Auto Schedule to make your plan match your needs, for example to schedule high priority tasks first.
Preview it - then apply it:
Our Preview allows you to make changes to the plan, remove or add team members and make necessary changes by reapplying the Auto Schedule before saving it to the project. Remember once applied all changes will be saved and all tasks will be assigned and booked automatically in the Schedule.

Auto Schedule: Need to know

Before using the Auto schedule feature it is important to know a few things before hand. 

1. Auto Schedule is a feature that is only available when creating Task Allocation type projects (a.k.a Waterfall projects)

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2. The Auto Schedule feature is only available inside a project, specifically from the Scoping and Timeline sections of a project.

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3. When choosing to duplicate a project, the system will also ask if you would like to use the Auto Schedule feature. 

Screenshot 2020-01-29 at 12.04.00How to Auto Schedule

Step 1: After you have Scoped out your project e.g. created phases, tasks, set a role to a task and set your estimates, click the Auto Schedule button from either the Scoping section or the Timeline section. 

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Step 2: An Auto Schedule modal will popup.

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Step 3: Select and establish your desired Auto Schedule preferences.

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1. Click on the dropdown menu and select a similar project, from your existing project list. This provides the AI additional information in order to set up a more efficient project plan.  Note: this step is optional and it will not duplicate or otherwise alter this project, it merely looks for patterns. 

2. Click on the checkbox and opt to change the existing assignees you have assigned to tasks. Selecting this option will essentially look for the first available team member with the set role on the task. Note: this is also optional.

3. Click to expand More Settings.

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4. Click to select if you want to auto schedule team members assigned to the existing project. Or if you want the AI to factor in all of the team members in the company. 

5. Click to select whether you want the phases to overlap or not. 

6. Click to select if you want High Priority tasks to be considered first or not and opt to excluded tasks that have been blocked from being auto scheduled. 

7. Set the project start date. 

8. Click to Continue. 


Step 4: Determine whether you want to rearrange your phases. 

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1. Click and keep the current dates on your phases. The AI will not rearrange the dates of your phases or tasks if this option is enabled. 

2. Click and allow the AI to optimize and reschedule the dates on your phases and their subsequent tasks. Note: You reshuffle your phases manually if this option is enabled.

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Note: If you deselect a phase the AI will not factor this phase in the Auto Schedule. You can also determine if you want the AI to factor in tasks that have NO phase. 

3. Click to Continue. 

Note: If you get this pop up, the system is warning you that there are phases in this project that have unapproved tasks. These tasks will not be factored in the Auto Schedule. 

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The system will also notify you if there are asks that are missing estimates or roles. The AI will suggest a role as well as estimates based on past projects. You can opt to keep the suggestions or manually update these from this modal. 

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Step 5: Save & Continue 

Review & Revise Auto Scheduled Project

Once you click preview, the AI will factor in all of the preferences that you have set up and you will get a live preview of what your project now looks like once it has been processed by the AI. 

You can opt to make changes if you wish or you can keep the AI proposed plan as is. 

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Step 1: Review the layout of your tasks & phases

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Step 2: Review the assignees of your tasks. You can remove and/or add a team member by removing them from a task and by dragging them and adding them to a task. 

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You can also add or remove team members from being considered into the project plan altogether by clicking on the popup menu. 

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Step 3: Review and/or rearrange phases and tasks.

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Step 4: Once you have made your desired changes, or if you approve of the AI designed plan, click Apply. 

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If you wish to make any changes to the plan after clicking apply you can make changes in the scoping page and the timeline page, or you can use the Auto Schedule feature again. 

Duplicating Projects & Auto Scheduling

If you opt to duplicate a project, after setting up the necessary information, the system will suggest to use the Auto Schedule feature. 

Duplicating Projects & Auto Scheduling

Note: You can skip the Auto Schedule feature when duplicating and enable it later from inside the project.