Who can use this capability
All licensed users can use the schedule view, however the projects visible will vary based on permission level.
Use the schedule
The schedule provides an interactive visual representation of what people are working on, when, and if they’re overbooked.
What's on the schedule?
All project assignments for your organization are shown on the schedule.
The schedule captures the plan of record (how projects should happen) and should be modified as project plans change (based on how they actually happen). The schedule can be viewed in days, weeks, months, or you can zoom in or out to the specific view you need.
Project assignments are color-coded as follows:
- Blue: confirmed projects
- Grey: tentative projects
- Purple: internal projects
- Orange: vacation, sick leave, or other personal events (customizable in Account Settings)
Use the schedule to monitor availability or over-scheduling, and adjust individual allocations as needed. Search for people, skills, or roles to determine when to start new projects.
The schedule and the project pages work together. When you make a change to one, the other will update in real-time to reflect the implications of the change.
Each person has a predetermined availability, set at a 100% capacity target. Capacity on the schedule appears as light gray under-capacity bars and red over-capacity bars.
- Light gray bars: show availability and the hours needed to bring the individual up to the right capacity (whatever 100% means for them).
- Red bars: show the % of hours overbooked for that person or Placeholder.
Start and end dates impact on capacity
People have zero available hours before their first day of work and after their last day of work.
For example, if a person’s “last day of work” has passed (i.e. Dec 31, 2020), any projects they’re assigned to after that date won’t show up on their timesheet or in a time & fees report.
If you remove the last day of work, they again become available for newly created or updated assignments, but this change does not automatically apply to existing assignments.
To regenerate existing assignments for the person on the schedule, change their assignment allocation from h/d, %, or total hrs to another allocation format. Their suggested hours will now appear on their timesheet and in your time + fees report.
To see a gantt-style view of all project timelines, go to project view, then use the dynamic zoom function (the horizontal slider bar on the upper left-hand side). In this view, projects are ordered sequentially by the start and end dates. Projects with end dates that have recently passed are at the bottom of the screen.
Comparing confirmed time to scheduled time
Assignment updates on the schedule flow to time sheets, however, confirmed time (from timesheets) does not change the schedule. This is so you can compare the actual time (from time sheets) to the plan (the schedule).
Because the schedule is the overall plan, it is not impacted by any assignments or hours your team tracks ad-hoc ( For example, sick time, or additional projects to which the person was not originally assigned).