Different Planning Views
At the top of the planning, you can switch between two perspectives via the tabs:
Employee View (Resource/Capacity): Here you can see the occupancy of your team members and who still has room for new assignments.
Projects View (Project & Milestone Overview): Here you can see which employees are assigned to a project and monitor progress and deadlines.
To keep the overview clean, rows without scheduled hours are collapsed by default. Use the arrow icons next to a name or project to view the details.
Creating and Editing a Schedule
There are three ways to create a schedule (assignment):
Drag to Create: Click on an empty area in the timeline and drag to select the date range. Release to open the assignment form with the dates pre-filled.
Add Button: Use the '+ Add a project' button in the top-right corner to create a new item for a specific employee or just to add a project.
Task Row: Click the '+' next to your employee's name to add a task-specific row for more detailed tracking.
Flexible Planning & Adjustments
Multiple Activities: You can schedule multiple tasks on a single day for the same employee (e.g., 4 hours of consultancy and 4 hours of administration). These are displayed one under the other.
Resize Duration: Hover your mouse over the left or right edge of an assignment bar and drag to extend or shorten the duration.
Move Assignment: Click and drag an assignment bar horizontally to move it to different dates.
Edit: Click on any assignment bar to open the edit modal and modify hours, activities, dates, or notes.
Hover: Hover your mouse over the blocks to quickly see what has been scheduled.
Smart Series and Repetitions
Does a task need to recur weekly?
Setup: Enable 'Repeat weekly' in the assignment form (up to 51 weeks).
Recognition: Recurring items are immediately recognizable by the repeat icon 🔁.
Smart Editing: You can now remove or change a single item from a series without affecting the rest of the repetitions.
Budget Hours
The gray numbers represent the remaining budget hours. In the sidebar, this means:
Project Level:
Black text = Total number of scheduled hours for the project.
Gray text = Remaining project budget.
Per Employee:
Black text = The hours they are scheduled for on this project.
Gray text = Their individual remaining budget for this project.
Capacity Indicators
In the Employee view, indicators show the workload:
🟢 At Capacity: The employee is fully scheduled with no remaining hours available.
🟠 Under Capacity: The employee has available time that can be scheduled for additional work.
🔴 Over Capacity: Warning that the employee is scheduled beyond their available hours.
⚫ Unavailable: The employee is on leave, sick, or otherwise not working.
Navigation and Filters
Search: Use the search bar in the sidebar to instantly find specific projects or employees.
Select Period: Navigate through time with the week picker or the arrows.
Targeted Filtering: Filter by teams, labels, specific customers, or employees to focus your view.
View Options: Click 'View options' to toggle the visibility of public holidays, leave, empty projects, or total planned hours.
Retrieving the Schedule by an Employee
How does the employee see the schedule? This can be done in several ways:
Mobile App: The employee sees the suggestion on the relevant day.
Web Application (Profile): The employee can view the schedule via My Profile > Dashboard and then My Schedule.
Web Application (Hours): In an empty week, the employee can "retrieve the schedule". The registrations are then pre-filled. This is also possible when suggestions are available.
Unique Role: Alternatively, you can give an employee a unique role with permissions to view the planning in the web application. They will then only see projects they are scheduled for. This module is available in the Professional subscription.
Management and Tips
Milestones: Click on the timeline header to add project milestones (deadlines or delivery dates); these are also visible in your project dashboard.
Manage Projects/Employees: Click the pencil icon next to a project name to edit details like color or labels. For employees, you can manage custom availability here.
Export: Use the 'Export' button to download the entire schedule to Excel.
⚠️ Important Note: Switching Back
Are you using the new feature for multiple activities per day? If you switch back to the old version of the planning, these activities may be displayed on top of each other, as the old version does not support this view.