Create a Booking

Article Contents

1. Introduction
2. Ways to Start a Booking
3. Select the Work
4. Add People and Dates
5. Add Booking Details
6. Book People Together
7. Next Step

Introduction

A booking in Scheduling records planned work for one or more people across future dates.

Bookings can be created for project work, enquiries or internal work. For project work, the booking is connected to the relevant Work Schedule subtask so everyone can see which part of the project is planned.

If you are new to Scheduling, start with Getting Started with Scheduling for an overview of how bookings fit into Hiro’s Project-to-Profit Pathway.

Ways to Start a Booking

You can start a booking in three ways:

1. Select New booking from the top of the Scheduling page.
2. In People view, select and drag across empty dates on a person’s row. The person and selected dates will be added to the booking.
3. In Projects view, select and drag across empty dates on a Work Schedule subtask or Enquiries & Tenders row. The work and selected dates will be added to the booking, then you can choose the people.

Each option opens the booking form without leaving Scheduling.

Select the Work

Choose the type of work the booking is for.

Project Work

Search for the relevant job or enquiry using its number, name, client or address.

When the project has an eligible Work Schedule, Scheduling guides you from the project to the relevant phase and subtask. Select the subtask that identifies the specific part of the project the person is expected to complete.

A phase or task groups the project’s work. The subtask is the item selected for the booking.

Enquiries & Tenders

If a job or enquiry does not have an eligible Work Schedule, Scheduling uses Enquiries & Tenders instead.

This lets you plan work against the project before a Work Schedule has been prepared. The booking remains connected to the job or enquiry.

Internal Work

For internal or non-chargeable work, select Job 0 by typing 0 into the Project selector, then choose the relevant work type.

Use Job 0 for work that is not connected to a client project, such as internal meetings, training or business administration.

Add People and Dates

Select every person included in the planned work.

When you create a booking from People view, the selected person is added automatically. When you create one from Projects view, select the people who will complete the work.

Enter the start and finish dates for the planned work. Dates are inclusive, so 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. Use Instructions to clarify the intended timing, such as AM or PM.

Scheduling checks the selected people and dates for leave, public holidays, non-working days and other bookings. If it finds a conflict, it identifies the affected person, date and reason before you save.

Select Go back to revise the booking, or Schedule anyway to save it with the conflict.

See Scheduling Around Leave, Public Holidays and Conflicts for more detail.

Add Booking Details

After selecting the work, people and dates, complete the remaining booking details.

Work Location

Select where the planned work will be completed:

• Field for work completed on site or away from the office.
• Office for work completed from an office.
• WFH for work completed while working from home.

The selected work location is shown prominently as a labelled tab attached to the bottom of the booking bar in the timeline. This makes it easy to scan the schedule and see where people are expected to be working.

Booking Status

New bookings are Planned by default.

Choose Tentative when work is likely to move or may not proceed, Locked for an external commitment that should not be changed accidentally, or Completed when the scheduled work has been completed.

See Booking Statuses and Booking History for an explanation of how each status appears and behaves.

Location Clarification

Location clarification is optional. Use it when the project’s usual site or address does not give the team enough information to find the right place or begin the work.

For example, use it to identify a particular entrance, meeting point, area of a large site or access arrangement:

• “Meet the client at the northern gate off Smith Street.”
• “Access the site through Gate 3. Call the site supervisor on arrival.”
• “Survey the western boundary adjoining the creek.”
• “Report to Level 4 reception before attending the tenancy.”

For project work, Scheduling also shows the project’s usual site or address. Use Location clarification only for the extra detail specific to that booking.

Instructions

Instructions are optional. Use them for information that is specific to this booking and will help the people completing the planned work.

For example, you may include the expected outcome, a required document or equipment, a client request, or the intended timing where someone has more than one booking on the same day.

Before adding instructions, check the project information already available. The selected project at the top of the booking is clickable, and you can also open the project’s Brief tab through the View Project popup.

Keep general project background and ongoing project instructions in the project Brief. Use booking Instructions only for details that matter to this planned piece of work.

Book People Together

A booking can include more than one person.

For example, you might book a surveyor and an assistant to the same project subtask on the same dates. This is one shared booking, rather than separate copies of the same planned work.

The booking appears on each person’s row in People view. In Projects view, each person is shown against the selected project work.

Create separate bookings when people are completing different work or need different scheduled dates.

Next Step

Once a booking is saved, see Move, Reassign and Split Bookings to learn how to update planned work.