Jobs > Tasks Summary R13

LEVEL

DEFINITION

Schedule 

The timeline or task plan belonging to a job 

Phase 

A phase is a parent used to group multiple tasks 

Task 

A piece of work that has:

1. A start date/end date 

2. A duration 

3. Assigned resource/s with a number of hours and allocation date/s 

1

Create a new schedule button allows you to create a new schedule against the current job. Note: You can have multiple schedules on a single job

2

The duplicate schedule button allows you to copy the existing schedule to easily create variations

3

The delete schedule button allows you to delete the current schedule

Note: This can only be done when the schedule is inactive

4

The save as a template button allows you to save your current schedule as a template which can later be copied into other jobs to save time

5

The update task data button allows you to refresh the schedule data by:

• recalculating resource capacity booking, or

• updating prices to match the current job price list (rate card)

6

The copy data from button, allows you to copy data into you schedule from:

• a price quote

• a schedule from another job

• or a template

7

The reorder tasks button allows you to reorder tasks based on:

• the order of creation

• start date

• end date

8

The reschedule tasks button allows you to select the phases and/or tasks you wish to reschedule by:

• the number of calendar days

• the number of working days

• new start date

• new deadline

9

Makes your schedule active or inactive

10

Distribute hours by allows you to distribute task hours in one of two ways:

1. Use first available capacity (this is WorkBook’s default)

2. Even distribution of hours

11

The resource booking level looks at the different capacity levels of resources. The most common used are:

• Basic Time: standard employee hours e.g. 7.6 hour per day

• Ideal Time: this is time set in an employee’s capacity profile and could be less than, the same as or more than basic time

1

Create a new phase button for adding new phases

2

Insert default phases button will insert any default phases that have previously been setup

3

Merge selected phase with another phase button allows you to merge phases together

4

The create a task for all phases where there is not already an assigned task button will create a task for each phase that is currently missing tasks

5

Remove the selected phase button will delete the phase you have highlighted. Note: You cannot delete a phase that contains tasks, first move or delete the tasks and then delete the phase.

6

The delete unused phases button will delete all phases that do not have a task assigned to the phase

7

These buttons will reorder phases by allowing you to:

• move a phase down

• move a phase up

• re-sort phase numbering

NUMBER

FUNCTIONALITY

1 

Add new tasks to your schedule by typing the task name into the new task field > hit enter to add, repeat to add each new task

2 

These buttons allow you to: 

• Update task data 

• Copy schedule data (used to copy schedule templates into jobs) 

• Reorder tasks 

• Reschedule tasks 

3 

Task actions buttons 

• Duplicate task 

• Delete task 

• Set task as done 

4 

See the total value of scheduled work: 

• To turn on go to filter > tick the show schedule total price checkbox (this allows you to see the total sales value of the schedule as you assign resources and book hours)  

5 

Available schedule views are:

• Gantt chart 

• Grid view 

• Timeline 

• List view 

6 

Filter the schedule using the following criteria: 

• Canvas Period: day, work week, month, quarter etc 

• Filter Options: hide completed tasks, hide future tasks etc. 

• Toolbar Options: show the schedule price and job progress 

7 

The booked resources button opens a panel at the bottom of the screen for easy task resourcing and marking tasks as done 

8 

The task settings button opens the task card, where you can view and amend task settings, including task colours, milestones, status and whether time entry is allowed 

9 

The booked resources sub-grid allows you to book people or roles and enter the number of hours on a specific task (selected in the main grid) 

10 

The task capacity booking options allows you to override working hours and book individuals/roles on weekends or above the usual hours per day 

Shortcut keys 

Select the task you want to edit: 

• Click T on your keyboard to edit the task name 

• D to edit the dates 

• W to edit the duration