Scheduling > Schedule: Active and Inactive Statuses

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. 

OVERVIEW

When a ‘schedule is active’: 

• Bookings will appear in a resource’s task list

• Bookings will appear in capacity planning views

Open

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 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

Open

USING AN INACTIVE SCHEDULE FOR CAPACITY PLANNING

Create an inactive schedule

• 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 %

• To book hours, go to the tasks tab > open the booked resources horizontal panel

• Enter hours against each resource via the list view > booking column

CAPACITY PLANNING VIEWS

To see how inactive schedules impact capacity, go to the scheduling module > weekly schedule or task matrix views.

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 %

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:

• 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 %

View Inactive Schedules

To view data in either of these views:

• 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.