WorkBook

Scheduling

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

Note: Depending on your access rights, some of the views may not be available.

The different scheduling views are grouped into Schedule Overview and Task Follow-up.

Schedule Overview contains the following submodules:
  • Calendar
  • Capacity Status Graph
  • Scrum Board
  • Task Matrix
  • Employee Task Summary
  • Time Sheet Status
  • Timeline Calendar
  • Weekly Schedule
  • Year Calendar
Task Follow-up contains the following submodules:
  • 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

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

Adjusting the Allocation Method

If you want users to use a different default allocation method and would like the system to evenly distribute the allocated hours instead, you can configure it via system variable 475 (Default method when booking employees).

To let users to set the minimum hours that is allowed per day (if the selected default method is Evenly distribute hours), you can define it via system variable 474.
Note: Users can adjust the settings individually on each schedule depending on which option offers the most flexibility.

System Variables

WorkBook has several system variables related to scheduling that can be configured or enabled:
  • 580 (Set Job status to 3 when last user task is set to Done): This setting will automatically set the job status to Status 3 (For Invoicing) when the last task is set to Done.
  • 638 (Registration must be linked to task if the job contains an active schedule and it contains task with Status To-do): This setting will force users to choose a task (if any) in their time sheet when entering hours on a job. If no task has been created then users can enter hours directly on the job, with no task relation.
  • 364 (Traffic light function: auto stop registration after x hours): This setting will automatically stop the traffic light, if the user forgets to stop it manually after x hours where x is the variable.
  • 607 (Traffic light function: Create new time registration record for every stop / start): This setting will create a new line in the time sheet for every start / stop that the user does. If it is not set, the system will merge time entries per day including comments to the time entry.
  • 357 (Traffic light function: force hour round up): This setting will round up time entries. If a user has started / stopped the traffic light, for example: 3 minutes, and the round up function is set for 10 minutes then the time entry will be 10 minutes.
  • 169 (Supplementary description is requested as default on new tasks): This setting can trigger all new task to be created so the system requires the user to enter a comment when entering hours on the task.
  • 347 (Reduce booked hours on task after time registration): This setting will trigger to reduce the allocated hours booked when the user is making a time entry.

    Example:

    Allocated hours = 8
    Time entry = 4
    Time left  /  booked hours = 4