Schedule
Who is on what, day by day. The Schedule is one month, people down and working days across, with bookings against work streams, time off and bank holidays in the same grid. It is where the month's plan from the Capacity model is placed onto days.
What you can do
- Book a person onto a work stream for a day, or for a run of working days, as Confirmed or Tentative.
- Edit or remove a booking.
- Book time off: Holiday, Sick or Other, for a full day, a morning or an afternoon, over a date range.
- Hand a day of time off back by clicking its flag.
- Keep notes for the month in the Notes box under the grid.
- Copy last month's bookings into this month.
- See each person's progress against their plan: hours placed of hours planned, and their working day.
- Compare what was booked with what was logged, on past days (managers only).
- Move between months with Previous month, Next month and Today.
How to
- Open Schedule. Use the arrows or Today to pick the month.
- Book: press + in a person's day cell. Pick the Work stream, set Hours (7 by default, in steps of 0.25), choose Confirmed or Tentative, optionally set Repeat for (consecutive working days) and a Note. Press Book.
- Edit a booking: click its chip. Change the fields and press Save, or press Remove.
- Book time off: press Time off, or Booking time off instead? in the booking dialog, which carries the person and day across. Fill Who, From, To, the portion (Full day, Morning, Afternoon), Why and Note. Press Book.
- Remove time off: click the day's time-off flag, then Remove. Days are removed one at a time.
- Notes: type in the Notes box; it saves when it loses focus. Enter continues a bullet list. Clearing the box deletes the note.
- Copy last month: press Copy last month. Turn on Replace bookings already in this month to overwrite instead of leaving booked days alone. Press Copy.
Example: Alex Example is booked on the Acme Ltd stream for 7 hours, Repeat for 5 day(s), from a Monday. A bank holiday in that week is skipped, so four days are booked and the message says one was skipped.
Limits
- Weekends are not drawn. Bank holidays show as Bank hol and cannot be booked. They are UK bank holidays, imported for everyone, not per person.
- A full day of time off cannot be booked over; a half day leaves the other half bookable.
- A day cell holds two bookings.
- Over-booking a day is flagged, not blocked. The bar under a name turns red below 90% or above 100% of the plan.
- Hours are the person's own working day, set on the Team screen, not the client's billing day.
- Copy last month matches working days by position: the first working day of last month becomes the first working day of this one, so weekdays can change. Bookings that do not fit, land on time off or hit a booked day are counted in the message. Placeholder bookings belong to the Capacity model and are not copied here.
- A month that has not started shows Provisional.
- Viewing needs the view schedule permission; booking, time off, notes and copying need manage schedule. People without it see the Notes only when there are some.
- Only team members counted for reporting appear on the grid.
- On a phone or a tablet in portrait the grid pages by week: one week in portrait, two in landscape.