Gantt Staff Scheduling and Task Allocation

The staff schedule allows you to easily view the current assignment and schedule of project and production job tasks. 

You can use the staff schedule to quickly assign, re-assign and and re-schedule your scheduled tasks based on your current staff availability or capacity. You can also quickly view and assign your gantt tasks on the calendar schedule.

• Viewing the Schedule
• Managing the Schedule and Assignments
• Viewing and Assigning Calendar Scheduling

The staff schedule is accessible from Projects -> Staff Schedule. The schedule displays the following if scheduled within the selected date range:

• Projects (Light Purple) - Displays project due dates
• Tasks (Green) - Scheduled and allocated or Unscheduled (unallocated) tasks.
• Tasks (Dark Purple) - Calendar task assignment and schedule.
• Staff - All active staff members

Viewing the Schedule

Displayed asks can be filtered by a number of functions:

• Project Manger - Filter tasks by assigned project or production manager.
• Project - Display selected project or production job's tasks only.
• Client - Filter project tasks by project client.  Note: Must be blank to display production jobs.
• Status - Filter project and production job tasks by status.
• Team - Display only the selected team's staff in the staff list.
• Select Staff - Only display the selected staff in the staff list.
• Show Unscheduled Tasks? - Displays unscheduled tasks for a project due in the period.
• Expand All Calendars - Expand all staff calendars to display their calendar task assignments and schedule.

Schedule period can be changed using the calendar navigation functions:

• Display Duration - Change the display duration between 1 Month, 3 Months or 6 Months. Depending on duration selected, scroll left and right to display all of the calendar. Note: Weekends are displayed in grey.
• Today - Shortcut to return to current date.
• Previous/Next - Based on the selected display duration, display the previous and next period.

The rows of the staff schedule display the details of the staff allocation and schedule for the selected duration:

• Projects Due - Displays the due date of projects in your selected period. Note: This cannot be edited from this schedule.
• Unassigned Tasks - Displays tasks scheduled within the selected date range that have not be assigned or allocated to any staff member.
• Staff - Displays the scheduled tasks assigned to that staff member. If you have a large number of tasks, use the Team or Select Staff filters to refine the list. Additionally, you can expand the row of each staff member to assign more detailed daily schedules (like calendar appointments) to your staff

Managing the Schedule and Assignments

To allocate or reassign tasks to staff, simply drag and drop tasks from unassigned tasks to, or between staff.   Extent or contract the tasks over days to schedule or reschedule. Note: to assign a task to multiple staff members, allocate directly to the project or production job.

• To unassign a task, click the X in the top right corner of the task.
• If you reschedule a task that is assigned to multiple staff, it will replicate changes automatically to each staff members individual schedule.

To assign a task to multiple staff members select the required task and press "c" to copy the task. Select row of the staff member you want to assign to and press "v" to paste the task. Note: It is not required to use the CTRL/CMD keys - just the "c" & "v" keys.

• When copying tasks, it will retain the same duration and schedule.  Once pasted, you can drag and/or adjust as required.  Note: Rescheduling the task will apply the changes to all assigned staff.

Viewing and Assigning Calendar Scheduling

If you also use calendar scheduling to schedule to the hour, you can view these assignments in the staff schedule. Expand the calendar with the "+" next to the staff name or Expand All Calendars.  

To assign a gantt chart event to the calendar, select the required task and press "c" to copy the task. Select row of the staff member you want to assign to and press "v" to paste the task. Note: It is not required to use the CTRL/CMD keys - just the "c" & "v" keys. As the calendar schedule requires an exact duration for the event, enter the Start Time and End Time on the popup and click Save.

• Once a task has been added to the calendar schedule, you can then cut and paste that event in the calendar row to individually schedule visits over multiple days.

Calendar schedule events can be viewed and edited in detail on the calendar view.  Or viewed on the mobile app calendars.