Adding and editing assignments in Schedule
In this article
Manage members and projects
First off, you should choose projects, clients and members for scheduling. To do that, click on the ⚙️ icon in the top-right corner of the Schedule page. It's not necessary to see everything and everyone in Schedule. You can save some space and avoid useless empty rows.
Any admin, that excludes projects or members from Schedule, also changes the page look for the rest of the team. As an alternative, consider using filters, they are individual settings.
Create and edit assignments
You can create an assignment by clicking on the green ➕ button in the upper right-hand corner or capture a specific period in the calendar (expand a row first or switch to the 'Timeline' view). As a result, It opens a window with additional information.
- Select the type of an assignment: 'Project or Task', 'Client' or 'Time off';
- Select an assignee (optionally);
- Specify period and the number of hours (total or daily);
- Leave a comment (optionally);
Which type should I choose?
The type of assignment determines whether you'll see the correct progress. For example, you planned that an employee will work on a specific task, while in fact they reported time in another task of the same project. In such a case, the weekly summary block will say '0 reported hours'. Alternatively, if you plan work by project, it doesn’t matter what task time was reported to, it will display progress correctly. Likewise, if you plan time by client, it does not matter what client's project the time will be reported to.
You can even ignore project, task, client, and only indicate a comment. While we cannot associate time with such type, it could be a handy workaround to quickly create some assignments and specify details later on.
When you create a time off assignment, you will need to select a category and a team member. You can select one, several or even all members. Last case would be useful for example if you record a public holiday.
Grouping by member allows you to monitor the amount of planned time versus the actual time spent for a particular week, as well as plan the time for the future period and make sure that you do not exceed the employee’s weekly capacity.
Grouping by project allows you to analyze plans against actual data but on the basis of a specific project. In Everhour, you can plan project time for both internal and external projects (integrations). For convenience, projects are grouped by client.
Timeline view allows to remove the grouping and see all assignments by a user, whether it is a specific task, project or client.
If you want to reduce the number of rows in Schedule, you can hide them through filters. There is also an option to automatically hide empty rows. When enabled, rows will be dynamically added or removed as the period changes.
Other team preferences
On the 'Team settings' page you can select the first day of the week (Monday or Sunday), which affects the Schedule view. Specify default amount of weekly capacity for the team, which can be individually overridden on the 'Members' page.