An all-encompassing overview is essential in order to schedule your team and tasks efficiently and effortlessly. Meaning that your day-to-day work experience is significantly improved.
From this all-encompassing overview, you can see all of your projects, their milestones, tasks and team members working on each project. At the top left of the Scheduling view, you can jump between Project or People view to adjust the view that best fits your work process.
Projects are organized in ascending order, according to the start date of a project, so you’ll always know which project is coming up next.
Step 1: Go to Schedule.
Step 2: Select between People or Projects view.
In Project view you immediately get an overall view of your fully populated pipeline.
In People view you get an overview of your individual team members' workload which assists you in anticipating potential bottlenecks.
Click on the global drop down arrow button to expand on all projects, and get an instant snapshot of all that your project encompasses; Milestones, Tasks and the Team assigned to the project.
Scrolling Down the Timeline
You can also slip and slide across your timeline to view past and future tasks or projects . If you want to quickly return to the present just click on the Today button.
Adjusting Project Dates
Has the start or end date changed on a project? No problem, just drag the whole project along the timeline. Don’t worry about the milestones they will follow along with it. Hint: you can also just adjust the milestone(s) or task(s).
The progress bar of a project is represented by the main bar, which is anchored next to the project name across the timeline above all milestones and tasks.
At the end of the project progress bar you will find the percentage of completion and the total remaining hours of the project. As your team advances in a project, these numbers will adjust according to the rate of completion.
The Milestones or phases, that you have scoped out in your project, are visually represented immediately proceeding the main project progress bar. These have two slit corners and house all of your tasks, which when completed mark the milestone/phase as completed.
As you advance on your Milestones, the progress bar associated to it will fill up the project with an associated percentage score.
A Task is the activity or work that your team needs to accomplish within a defined period of time. Tasks in the Schedule Section are identified by a bar with one cut corner on the far left.
Incomplete Tasks: Are identified in grey (as seen above), and indicate that team members have yet to register time on them.
In Progress Tasks: Are identified as partially filled up - per the color of the project- (as seen above), and indicates that team members have started to work on the task/register time.
Completed Tasks: Are identified as green (as seen above) and indicate that team members have completed the task, giving a sense of accomplishment.
Creating Tasks or Milestones
Step 1: Allocate tasks or milestones directly on the project timeline by dragging your cursor along the desired area in the timeline.
Step 2: Once you’ve selected the desired timeframe, a popup window will appear, that prompts to specify the allocation.
Step 3: In this new window, you select the preferred dates, which will be highlighted once selected.
Step 4: Determine the total hours of allocation
Step 5: Or set distribution of hours in either percentage format or a day format by clicking Distribution button.
Step 6: click “Create”
Dependencies in the Schedule
From the Schedule section, in the projects view, you can add, edit or adjust dependencies. This feature is a visual representation of the relationships between task i.e whether a task can start/finish when another task has started or finished.
Simply hover your cursor over a desired task, prompting the dependency icon, and then drag your cursor over to the desired task to anchor the dependency.
Whenever a dependency is violated the dependency connectors will be highlighted in Red.
To fix this issue, all you need to do is right click over the Tasks with Dependencies that have been violated and click fix.
Adjusting Tasks with Dependencies
If you you need to adjust tasks with dependencies i.e. changing their location on the timeline you can simply click to drag and adjust them. To adjust one (1) task with a dependency at a time click on the Drag Single Task button. To adjust multiple task with dependencies, you must enable the Drag Dependency Chain button.
Drag Dependency Chain button On - to adjust multiple tasks at once.
Drag Single Task button On - to adjust just one task at a time.
Project Stages & Actions
From the Schedule view, you'll be able to see both Running and Planning projects. Projects in the Running stage are identified in bold colors. Projects in the Planning stage state “Planning” and are outlined in the timeline and in the project list.
Hover your cursor over a Project to prompt a 3-dotted menu icon- click to: View, Duplicate and/or Delete a project .
Creating New Projects
You can create new projects without having to leave the scheduling view by clicking on the New Project Button located directly below People and Projects.
As soon as you do a New Project modal will be prompted, where you must detail the specifics of this new project. Below we detail the steps.
- Set a project name
- Select the client. If you haven’t added a client prior to this, don’t worry you can add one later.
- Then select the Start and End Date.
- You can opt to duplicate from existing project; it will save you some time.
- Specify if you would like to work in Sprints or not.
- Add labels, this will not only help you find a project, but it will also feed the AI for future suggestions.
- Select if your project is to be in Task Allocation or Project Allocations mode (which you can determine also in your project settings).
- Click Save & Continue; (Remember that this newly added project will appear in order to its start date)
Progress Bar and Milestones
Hovering your cursor over a Project Progress Bar or a Milestone prompts a detailed information popup, which gives you a quick glimpse on capacity.
By clicking on the project progress bar or milestone bar a modal will be prompted, where you can see a breakdown of capacity by role; Remaining capacity, Remaining Tasks and Capacity Difference.
- You can Zoom in, to get a more granular view, or zoom out and get a complete overview of your pipeline and anticipate potential bottlenecks, from the People view.
- Zoom in or out from the Project View to view the entire project progress bar, all milestones, tasks and team members.
You can Filter by; Project, Project Stage, Project Status, Team member, Label, Client and Role. This will simplify your overview considerably, enabling you to work more efficiently.
On the People View the filter makes it easier to allocate any assigned tasks; Filter by role to get clearer overview and avoid dropping the task on to an undesired role/team member. Or filter by team member or client and then focus on those.
If you have any further questions please remember that our customer support is available to answer your questions.