WorkBook

Scheduling

Use the Scheduling module to view, monitor, and manage bookings; task allocation; and capacity for resources and resource groups.

Note: Depending on your access rights, you might not have access to some views.
The Scheduling module provides the following submodules:
  • Schedule Overview
  • Task Follow-Up
Schedule Overview provides the following:
  • Calendar
  • Capacity Status Graph
  • Scrum Board
  • Task Matrix
  • Employee Task Summary
  • Time Sheet Status
  • Timeline Calendar
  • Weekly Schedule
  • Year Calendar
Task Follow-Up provides the following:
  • Task List
  • Ticket List
  • Task Resource Booking Approval
  • Tasks Awaiting Closure
  • Tasks with Missing Activity
  • Task with not Fully Booked Capacity

Setting Up Default Capacity Profile and Employee Capacity Profile

  • To configure the default capacity profile, navigate to Settings > Employee Settings > Default Capacity Profile.
  • To configure the capacity profile for specific users, navigate to Settings > Employee Settings > Exception Capacity Profiles.

Adjusting the Allocation Method

If you want users to use a different default allocation method, and you want your WorkBook system to evenly distribute the allocated hours instead, you can configure this via System Variable 475 (Default Method when Booking Employees).

To enable users set the minimum hours that are allowed per day (if the selected default method is Evenly Distribute Hours), define this via System Variable 475 .
Note: Users can adjust the settings individually on each schedule, depending on which option offers the most flexibility.

System Variables

WorkBook provides System Variables that are related to scheduling that can be configured or enabled:
  • 580 (Set Job Status to 3 (Default Name "Ready for Invoicing") when the Last Task is set as Done) — This setting automatically sets the job status to Status-3 (For Invoicing) when the last task is set to Done..
  • 638 (Time Entry is Required to be Linked to a Task) — This setting forces users to choose a task (if any) in their timesheet when entering hours on a job. If no task has been created, users can enter hours directly on the job, with no task relation.
  • 364 (Timer Start/Stop Automatically Stop after x Hours) — This setting automatically stops the traffic light, if the user forgets to stop it manually after x hours, where x is the variable.
  • 607 (Timer Start/Stop Add New Time Entry Record for Every Stop/Start) — This setting creates a line in the timesheet for every start / stop that the user does. If it is not set, the WorkBook merges time entries per day, including comments to the time entry.
  • 357 (Timer Start/Stop: Force Hour Round-Up) — This setting rounds up time entries. If a user has started / stopped the traffic light, for example at 3 minutes, and the round-up function is set for 10 minutes, the time entry becomes 10 minutes.
  • 169 ("Time Entry Description Required" is Set as Default on New Tasks in the Schedule) — This setting can trigger all new tasks to be created so that WorkBook requires the user to enter a comment when entering hours on the task.
  • 347 (Reduce Booked Hours on Task after Time Registration) — This setting triggers the reduction of allocated hours that are booked when the user is making a time entry.

    Example:

    Allocated Hours = 8
    Time Rntry = 4
    Time Left  /  Booked Hours = 4