Article Contents
- What This Report Is For
- Where to Find It in Hiro
- Permissions and Access Levels
- Filters Overview
- Spreadsheet Output: Layout and How to Read It
- Important Things to Understand
- Management Summary: What This Report Tells You
What This Report Is For
The Scheduling Report exports planned work into an Excel spreadsheet, showing who is booked, when they are scheduled and which work they are expected to complete.
Use it to:
- Review planned work across people and projects.
- Filter bookings by date, staff, status or work location.
- Review allocations against particular phases, tasks and subtasks.
- Compare scheduled work with a separately exported Timesheets report.
- Share booking instructions and location details for internal review.
The report includes project work, enquiries and tenders, and Job 0 internal work.
Where to Find It in Hiro
- Open Scheduling.
- Select Reports, beside New booking.
- Choose your dates and any other filters.
- Select Generate.
The report downloads as an Excel workbook. Reports that take longer to generate may be emailed to you instead.
Permissions and Access Levels
The Scheduling Report is available to:
- Users with View all Scheduling people and jobs.
- Users with Manage all Scheduling people and jobs.
- Global Administrators.
Being a manager, having Additional Reporting Access or captaining a project does not, by itself, grant access to this report.
If the Reports option is unavailable, ask your Hiro administrator to review your privileges. See Who Can View and Manage Scheduling? for related guidance.
Filters Overview
The report has its own filters. Your current Scheduling timeline dates, People or Projects view, and display settings do not determine what is exported.
Scheduled Dates
Enter a Start date and Finish date. Both are required, and the range includes both dates.
Only scheduled days within that range appear in the spreadsheet.
For example, if a booking runs from Monday to Friday and you select Tuesday to Thursday, the report includes Tuesday, Wednesday and Thursday.
Staff
Search for and select one or more staff members.
Leave Staff blank to include all current staff. Inactive staff are excluded, including when reporting on earlier dates.
Booking Status
All statuses are selected by default:
- Planned
- Tentative
- Locked
- Completed
Select the statuses you want to include. For example, select Completed to review bookings marked as completed.
See Booking Statuses and Booking History for an explanation of each status.
Work Location
All work locations are selected by default:
- Field
- Office
- WFH
Use this filter to focus on where work was scheduled to take place.
Spreadsheet Output: Layout and How to Read It
The report contains one worksheet, with the selected filters and generation details above the table.
What Each Row Represents
Each row represents one person, on one scheduled day, for one booking.
For example, a shared booking for two people across three scheduled days produces six rows.
A person with two separate bookings on the same day appears twice. Gaps between scheduled dates remain gaps; the report does not fill them with additional days.
Rows are initially sorted by staff name, scheduled date, project and work details. Excel’s column filters let you narrow the results further.
Key Columns Explained
| Column | Description |
|---|---|
| Staff | The person assigned to the booking. |
| Scheduled date | The individual day represented by the row. |
| Project reference | The job or enquiry reference, with a clickable link back to Hiro. Internal work displays 0. |
| Project name | The project summary or internal-work description. |
| Phase, Task and Subtask | The Work Schedule items connected to the booking, where applicable. |
| Work type | The selected type of Job 0 internal work. |
| Work location | Field, Office or WFH. |
| Location clarification | Additional location or access details recorded against the booking. |
| Booking status | The booking’s status when the report is generated. |
| Lock reason | The recorded reason for a Locked booking, where applicable. |
| Segment start and Segment finish | The boundaries of the continuous block of scheduled dates containing that row. |
| Instructions | The complete instructions recorded against the booking. |
Fields that do not apply to a booking are left blank.
Understanding Segment Dates
A booking can contain separate blocks of scheduled dates.
For example, someone may be booked for Monday and Tuesday, then again on Thursday and Friday. Those are two segments, with Wednesday remaining unscheduled.
Segment start and Segment finish describe the complete block containing the row’s scheduled date. These boundaries may extend beyond your selected report range. The Scheduled date column always stays within that range.
Important Things to Understand
Scheduled Days and Recorded Hours
Scheduling uses whole-day bookings. A row identifies that work was planned for a person on that date; it does not assign a number of hours.
Instructions may contain timing such as “AM”, “PM” or “two hours”. These are exported as recorded text. Hiro does not interpret them or calculate planned hours from them.
To compare planned work with recorded time, export the Timesheets report separately and review the staff, dates, projects and work details alongside the Scheduling export.
Generating the Scheduling Report does not create timesheets or automatically match bookings to recorded time.
Current Booking Information
The report reflects bookings as they are recorded when you generate it.
If dates, people, instructions or statuses have changed, the export shows their current values. It does not reconstruct an earlier version of the schedule or include deleted bookings.
Use Booking history within Scheduling to review changes to an individual booking.
A Completed status indicates that the booking has been marked completed. Recorded hours and costs remain in Timesheets.
Management Summary: What This Report Tells You
The Scheduling Report provides a detailed view of planned allocations across people, dates and work items.
It helps you review how work is distributed, identify bookings for particular activities and prepare schedule information for comparison with recorded timesheets.
Used alongside Timesheets and project reporting, it gives managers a clearer basis for discussing what was planned and what was subsequently recorded.