Tasks > Create a Schedule

Job schedules in WorkBook are where you plan the tasks, timeline, and resources required to deliver the job. Within a job schedule, you can create a series of phases and tasks, allocate people or roles, book hours to them and assess real-time resource capacity as you build out the timeline.

SCHEDULE CREATION

• In the jobs list > select the job  

• Click on the tasks icon in the left navigation panel

Open

• A schedule is automatically created when a job is opened

• A job schedule is comprised of three things:

  • Settings

  • Phases

  • Tasks

1. Settings

The settings tab is where schedule defaults are set, here you can:

• create new, duplicate or delete schedules

• save the schedule as a template

Open

The most common fields to update are:

• the schedule title

• activate/deactivate a schedule

• manage the way bookings are made by selecting how you want to distribute hours on tasks

• select the resource booking level

2. Phases

The phases tab is where you:

• Add, delete or duplicate phases

• Add phase descriptions to your schedule

• Sort and reorder phases

• All schedules will include one phase by default which can be overwritten

Add new phase

• Go to the phases tab > highlight the default phase name > replace with preferred phase name

• Click on + button (add phase icon) to add more phases

• Enter the phase name on the new line

• You can also enter a phase description with additional details

• Repeat for each additional phase

3. Tasks

The tasks tab is where you build and do most of your schedule management:

• add, duplicate or delete tasks

• set task durations and dependencies

• allocate resources to tasks and book hours

• the tabs in the right-hand corner represent the different ways you can visualise the tasks on a job, including Gantt, grid, timeline or list views

Show schedule total price

• Before you start to build out the schedule go to the tasks tab > click the filter button

• In the filter, check show schedule total price box

  • This will display the value of the booked hours according to the person or scheduling resource you have allocated time to in your schedule. The value will change accordingly as you build out your schedule.

Add new task

• To add tasks to your schedule, select the phase you wish to add a task to

• Go to the new task field > free type the task name > hit the enter key

• Repeat for each task

  • Use shortcut keys to edit the task name, on your keyboard press ‘T' to edit the task name

Change task date and duration

• Once a task is created there are a number of methods to change the dates and durations:

  • use the slide functionality to drag and drop tasks to a new date

  • amend the start date and duration in the resource booking panel

• use the shortcut keys, on your keyboard press:

  • 'D' to amend the date the task will commence

  • 'W' to edit the task duration

Create task dependencies

WorkBook allows you to establish task relationships on your timeline by creating dependencies against tasks. By making one task dependent on another, you are ensuring tasks can only be started or completed in a certain order. If a task date moves during the project’s lifecycle, any dependent tasks will also move.

• Create dependencies by dragging a line between the white circles on the start or end of the two tasks you wish to create a relationship between

• Right-click on the task binding to change the dependency type, add a lag or delete a binding or lag

Create recurring task bookings

WorkBook allows you to create recurring bookings at a set frequency against resources allocated to the task.

• Add a task to your schedule and assign resources

• Open the task card > go to basic settings and the recurrence booking tab

• Click the add new icon and enter a name for the recurrent booking

• Click ok

• Enter the following details in the recurrence booking window:

1. Start and end dates

2. Start time and the hours you wish to book. Optional checkboxes allow you to use off-days and/or overlap bookings

3. Select the frequency and the day/s of booking

4. Check the details of the bookings with the option of skipping specific dates. In the members tab, check the resources the recurring booking will be applied to

5. Once complete, click generate bookings

• In the booked resources panel, go to the matrix view to see booking allocations across dates

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