Article Contents
- Introduction
- Viewing and Managing Bookings
- Scheduling Views and Scopes
- Why a Booking May Be Read Only
- Managing Scheduling Access
Introduction
Scheduling access is designed to give people the information they need to plan work, while keeping control of booking changes with the right people.
What you can see and what you can change are separate decisions. Being able to view a booking does not always mean you can move, edit or delete it.
Viewing and Managing Bookings
You may be able to view a booking because it is assigned to you, belongs to a person or project within your authorised scope, or because you have broader Scheduling access.
Viewing a booking does not always mean you can change it.
To change a booking, Hiro checks how you are authorised to manage it. This may be through:
- your Manager relationship or Additional Reporting Access for the people included in the booking, together with access to the selected project work;
- your project team membership or project captaincy for the relevant project or enquiry; or
- broader Scheduling access granted by your organisation.
For a shared booking, changes to dates, work or other shared details affect everyone included in it. Hiro checks your authority for the complete change before saving it.
Scheduling Views and Scopes
The scopes available in Scheduling depend on your role and access.
Me
Me shows your own bookings.
You can view bookings assigned to you, but this does not automatically give you permission to change them. For example, you may be able to see work planned for you by a manager without being able to move it to another date.
My Team
My team is available when you manage people or have been granted Additional Reporting Access to them.
It shows the people within your authorised team scope, including your own row. This view helps managers and team leads see upcoming work across the people they are responsible for.
Additional Reporting Access for Team Leads
Some organisations have a formal manager structure that is different from their day-to-day project teams.
For example, a surveying department may have one department head as the formal manager for most staff, while smaller teams of surveyors are coordinated by team leads. Those team leads may need to plan their team’s work and coordinate bookings, without becoming each person’s formal manager.
In this situation, Hiro’s Additional Reporting Access setting lets you give a team lead access to specific people for reporting and Scheduling, without changing their formal Manager relationship.
This allows the organisation to:
- keep the formal Manager relationship with the department head;
- give each team lead access to the people they coordinate day to day;
- allow team leads to plan and manage Scheduling bookings for their team; and
- avoid granting broad Manage all Scheduling access just to support an individual team.
Additional Reporting Access gives a flexible way to recognise practical working teams without changing the organisation’s formal reporting structure. It does not give the team lead access to every person or every project in Hiro.
Learn more about how to Give Someone Additional Leave Approval or Reporting Access.
Projects I Captain
Projects I captain is available when you are the captain of one or more projects.
It shows planned work for the projects and project departments you are authorised to manage. This view helps project captains understand whether work is planned across their responsibilities.
Project captaincy can allow you to manage bookings for work within the project departments you captain. It does not give you authority over that person’s bookings on other projects or for Job 0 internal work.
Broader Access
Depending on your organisation’s access settings, you may also have broader Scheduling scopes, such as All people or All projects.
These options are available only where the relevant Scheduling access has been granted.
Why a Booking May Be Read Only
You may be able to open a booking but find that it cannot be changed.
This can happen when:
- the booking is assigned to you, but you do not have authority to manage it;
- you can view the person or project, but not make changes to the selected work;
- the booking includes another person outside your authorised people scope;
- the booking is Locked or Completed; or
- the project or person is no longer available for new Scheduling changes.
When a booking is read only, you can still view the planned work and Booking history where you have access.
Managing Scheduling Access
Your Hiro administrator can configure broader access through User Privileges and Notifications.
If a team lead needs to coordinate Scheduling for people who do not formally report to them, use Give Someone Additional Leave Approval or Reporting Access. This can be a more appropriate option than changing a person’s Manager or granting broad Scheduling access.
Project captaincy and project team membership are managed separately. They may affect which project information is available to you, but they do not replace Scheduling’s checks for the people and work involved in a booking.
For related guidance, see: