Schedule resources

Why to use schedule

An essential part of time tracking is to plan the work of your team in advance and know what they should work on now and in the future. We offer to do that in our Schedule tab. It helps to stay on track for weeks ahead.

The aim of the tool is to plan hours on a project level against a weekly capacity a member has. It allows seeing what projects they should work and how many hours to dedicate to each project. A manager also sees if a team member is free to start working on another project.

Another reason to use schedule is to put absence hours of your team to exclude it from general member capacity and have a more precise understanding of available time a user has.

How to start scheduling hours

We think that you don’t always need all the projects and members to be in Schedule. This is why you can manually include projects in the upper right-hand corner of the schedule page. A project that shows up always is called Time Off. 

A schedule is visible to admins only by default. To share it with other team members, you need to open the Members page and grant the member access. You can also turn the schedule on for a member here and add a weekly capacity (from 0h to 80h).

A member should connect their account from an external tool to be able to receive assignments. This is not enough for one admin to connect Asana, for example, and schedule projects on other members who have not linked their Asana account with Everhour.

After including your projects and members, you make an assignment in 2 views: by a member and by a project. Grouping by member shows their daily and weekly capacity, where the column height = weekly capacity and proportionate to daily capacity. By project is very similar, but never shows capacity. First go projects with assignments, we hide unscheduled projects and unfold the next 5 lines displayed alphabetically.

You can create an assignment by clicking on the green button in the upper right-hand corner or capture a period on the user/project calendar. An assignment is a number of hours per day or per a selected period for a member should spend on a project. You can make an assignment on one project at a time but select multiple members.

At the top on the left, you can filter the page by projects, members and hide the rows that have no assignments.

What else you should know

  • This is not possible to see task estimates that you make for your team. Assignments are manually created and have no connection to a task estimate.
  • We do not show a project budget on this page.
  • We do not show the actually spent time of a member in assigned projects. It can be seen if a user makes a custom report.
  • Supervisors and Members can schedule hours only for projects they have access to. They also don’t see assignments created in other projects.
  • You can’t make Time off for a part of the day.
  • You can’t schedule hours for weekends.
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