Job schedules in WorkBook can be set to ‘Active’ or ‘Inactive’ via the Tasks > Settings tab. ‘Schedule is active’ is checked by default.
OVERVIEW
When a ‘Schedule is active’:
Bookings will appear in a resource’s Task list
Bookings will appear in capacity planning views
Once a schedule is built, the ‘Schedule is active’ box can be unchecked and the status will change to ‘inactive’, this means:
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 Scheduling > Weekly Schedule and Scheduling > Task matrix views (color coded to purple)
In the drop-down menu, brackets around the schedule name indicate that it is inactive.
USING INACTIVE SCHEDULE FOR CAPACITY PLANNING
Create an inactive schedule
Create schedule, add phases and tasks, add resources (but don’t book hours yet).
Go to the schedule’s Settings tab > Uncheck ‘Schedule is active’ and set the Activation probability %
To book hours, go to the Tasks tab and open the Booked Resources horizontal panel, enter hours against each resource via the List view > Booking column.
To see how inactive schedules impact capacity, go to the Scheduling module > Weekly schedule or Task matrix views
Notes:
o A schedule must be ‘active’ to add/edit resources on tasks but can be ‘inactive’ to book hours.
o Only automatic bookings according to the schedule or task setting, i.e. ‘Even distribution of hours’ or ‘First available capacity’ can be used on inactive schedules.
o Manual bookings are NOT displayed in capacity planning views in current versions.
Capacity planning views
In Scheduling > Weekly schedule we can review total hours booked per resource on both active schedules and inactiveschedules. 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 %
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:
View booked by number of hours or revenue 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 %
Re-schedule and edit hours on ‘active’ schedules only
To view data in either of these views, first 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 existing estimate 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.
Colour coding within cells alerts you to capacity issues:
Purple = Booked on inactive schedules (according to the probability % option selected in your Filter settings)
Yellow = Booked on jobs in Quotation status
Green = Booked on jobs In progress
Red = Overbooked