Getting Started with Scheduling

Article Contents

1. Introduction
2. How Scheduling Fits into the Project-to-Profit Pathway
3. People and Projects Views
4. Dates and Weekends
5. Next Step

Introduction

Scheduling gives you a shared view of planned work across people and projects.

Use it to see who has work allocated, coordinate people across projects, and identify upcoming gaps or conflicts. Each planned allocation is called a booking.

How Scheduling Fits into the Project-to-Profit Pathway

Scheduling is where you plan intended work across future dates. You can allocate one or more people to project work, enquiries or internal work using whole-day bookings.

For project work, Scheduling connects each booking to the relevant Work Schedule subtask. This means you are not simply allocating someone to a job. You are showing which part of that job they are expected to complete.

That gives the team clearer context when planning work and keeps planned allocations aligned with the project’s agreed scope and deliverables.

Hiro’s Project-to-Profit Pathway follows the work from scope through to delivery and invoicing:

1. Work Schedule: defines the project’s scope, fees and deliverables through phases, tasks and subtasks.
2. Scheduling: plans who is expected to complete that work, and when.
3. Timesheets: record the time and costs actually spent on the work.
4. Project performance and invoicing: use the project’s Work Schedule and recorded timesheets to understand performance and prepare claims.

Who’s In? supports planning by showing availability information such as leave, public holidays, close-downs and travel. It remains the place to manage those records.

People and Projects Views

Scheduling has two views of the same bookings.

People

People view is for planning each person’s work. Each row represents a person, with their bookings shown across the timeline.

Use this view to answer questions such as:

• Who is working tomorrow?
• Does my team have work planned for the coming weeks?
• Is a person already allocated elsewhere?

If you manage people, Scheduling opens to My team by default. Otherwise, it opens to Me.

Projects

Projects view is for planning work across jobs and enquiries. Each project can be expanded to show its Work Schedule structure and the people booked to each item.

Use this view to answer questions such as:

• Which projects have planned work coming up?
• Which projects have no work allocated yet?
• Who is scheduled to work on a particular subtask?

You can also open a project directly in Scheduling from its project page.

Dates and Weekends

Scheduling shows a 12-week timeline beginning on the Monday of the current week. Use the previous and next controls, Today, or jump to a date to move through the timeline.

Bookings use whole, inclusive dates. A booking from Monday to Wednesday includes Monday, Tuesday and Wednesday.

If someone is planned to work on more than one item on the same day, create a separate booking for each item. You can use Instructions to clarify the intended timing, such as AM or PM.

By default, Scheduling shows Monday to Friday. Select Show weekends when you need to see Saturday and Sunday as well. If a booking exists on a hidden weekend, Scheduling shows a cue so that planned work is not missed.

Next Step

To begin allocating work, see Create a Booking.