A Step-by-step Guide to Scheduling

Scheduling is the place to plan out, and allocate your people to projects. We've had two main focus points in mind regarding the User Interface (UI) of the new Scheduling view. Our goal is to give you a visually scalable overview of your schedule.

Our two views (People & Projects) may look the same, but they’re anything but. You can now manage your portfolio from this new scheduling view. You can view your team and their tasks in the People view, and from the Projects view, you can view our projects and get a sense of our portfolio. This makes it possible to adjust the schedule as you prefer, allocating people to projects, or allocating projects to people.

Additionally, from a single glance, you can now easily see if any people are over- or under allocated from the People view with the newly designed Heatmap. Or, from the Projects view, see if any of your projects have too many or too few resources allocated. Just click the item and adjust. Remember to use Chrome for best performance. Follow this 8 Step Guide and find out how to optimize your work!

Step 1: Go to Scheduling

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Step 2: Select the view you prefer, People or Projects view

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When clicking on Project view you immediately get an overall view of your fully populated pipeline, while the People view gives you an overview of you individual team members' workload which assists you in anticipating potential bottlenecks.

Step 3: Begin scheduling!

Step 4: From the People view, you can click directly on a team member to expand and view their tasks. You can allocate tasks to a person by dragging your cursor along the timeline, or you can click on the Unassigned Task button just under People and Project view at the top to view tasks that have not yet been assigned based on role. Drag and drop the desired task onto a team member or click on the task and assign it directly.

People View

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The first thing you’ll notice in the people view is of course the new Heatmap in the center of the screen, to the left you’ll see your Team members, and above that you'll find a collection of unassigned tasks.

The heatmap is the representation of your team's workload whether; under, over & fully allocated. A Red tab on the heatmap indicates when a team member is over-allocated, white tabs without any green color indicates that a team member has not been allocated at all. As you allocate your team member their allocation tab will start to fill up in green, a perfect allocation is completely green with a check mark.

Step 5: Click on a team members heatmap tab, to view the utilization rate of a team member.

Step 5.1: Click on Add Allocation from the utilization view to assign a task to a given team member (if you see that they are under allocated)

We can view all of the projects and tasks a team member is currently working on: Let’s click into ( Person’s Name)

Step 6: Manage a team members allocations by dragging, adding or adjusting tasks.

  1. Similar, to the Projects view, you can create allocations by highlighting an empty time frame on the heatmap. An allocation modal will pop up prompting you to further specify and confirm the necessary criteria for the allocation.
    1. You can hover the cursor over an allocation tab and it will specify if it is a Project Allocation or Task Allocation.
      1. Notice that you can drag the allocation or the task across the timeline and the heatmap the map will adapt accordingly.
        1. And we can also expand expand the length of the task, if we are working in Task Allocation Mode.
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The design of the Tasks bars have been changed. Tasks bars are now positioned under the main project bar in the timeline, and are identified by a slit on the top right hand corner. The “Forecast” time for that task is in regular typeface and the hours remaining for its completion can be seen in bold.

On the left hand sidebar, below each project, you'll find Non-Project time for each team member (identified with grey columns) which is the area that represent vacation, holidays, sick leave, meetings, training sessions, and other non-project time you may have added.

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Step 7:

Register time on a tasks. Registered hours on tasks are fully colored in and non-registered time is hollow but still connected to the full duration of the task allocation on the timeline by a dotted outline. (indicating when a team member has started and stopped on a given task)

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For better navigation, we've split the screen into two separate windows the top for Unassigned tasks and bottom for your people. Meaning, that you can expand or change the size of each window per your preference, but of course being able to see both.

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Step 8: On the left hand side in the Unassigned Task Tab, you'll see the number of unassigned tasks remaining - per role across your portfolio. Click and expand Unassigned tasks to view the purple bars which are comprised of unassigned tasks. These represent the total sum of hours needed to complete the tasks as well as a person icon which reflect the number of people needed to complete these tasks.)

      1. Click to expand a role, and see the specific tasks that are yet to be assigned. These tasks can be assigned directly to a team member by either dragging the task to a person below or opening the task and assigning a person to it directly, allowing you to efficiently allocate all of your remaining task form this single view. (demonstrate)

Next Step

Continue the tutorial - Scheduling Project View

If you have any further questions please remember that our customer support is available to answer your questions.