Job schedules in WorkBook can be set to ‘Active’ or ‘Inactive’ via the Tasks > Settings tab. The ‘Schedule is active’ box is checked by default.
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OVERVIEW
When a ‘schedule is active’:
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Bookings are not visible to a resource in their task list
An activation probability % can be set on inactive schedules
Inactive schedules can be viewed by probability in the:
Scheduling module > weekly schedule and
Scheduling module > task matrix views (colour coded to purple)
In the drop-down menu, brackets around the schedule name indicate that it is inactive
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Create the schedule > add phases and tasks > and add resources - do not book hours yet
Go to the schedule’s settings tab > uncheck ‘schedule is active’ > set the activation probability %
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Notes:
A schedule must be ‘active’ to add/edit resources on tasks but can be ‘inactive’ to book hours
Only automatic bookings according to the schedule or task setting can be used on inactive schedules, i.e. ‘even distribution of hours’ or ‘first available capacity’
Manual bookings are NOT displayed in capacity planning views in current versions of WorkBook
Weekly Schedule
In scheduling > weekly schedule we can review total hours booked per resource on both active schedules and inactive schedules. This view allows you to:
View booked hours, % or revenue, or available capacity against a resource by day, week or month
See the planned resource capacity for active schedules across jobs
See the planned resource weighted for inactive schedules by the activation probability %
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Task Matrix
In scheduling > task matrix we can review resources and see the jobs and tasks they have been booked on in both active schedules and inactive schedules. This view allows you to:
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Click on the Filter icon
to adjust the data set you are viewing:Period by entering a start date > select to view data by Week / Month > select the time period in Days / Weeks / Months
Update resource filter to include your company, resources or teams
Check ‘include inactive schedules’ box and the relevant option for how you would like to view capacity across inactive schedules:
Check use schedule probability to represent the activation probability as per the % applied on each individual schedule OR…
Check the % slider to apply one percentage across all inactive schedules, i.e. this could be set to 100% to view potential future capacity across all jobs should they all be approved.
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Colour coding within cells alerts you to capacity issues:
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