Schedule

Applies to Workletto 1.x.

On the Schedule, admins and managers plan hours for each person, on each project, a week at a time. It sits on the Team page, under the Schedule tab. Only admins and managers see it and change it. Members see their own plan on the Time page.

Nothing stops anyone tracking more than their planned hours, or tracking time on a project they weren’t planned on.

Click the picture to zoom in.Close

Open the Schedule

1. Open Team in the main navigation.
2. Click the Schedule tab, between Hours and Time off.

It shows six weeks, starting with this week. The title gives the dates, like “Oct 26 – Dec 6”. Use the arrows at the top right to move one week at a time, and This week to come back. The address changes with the weeks (/team/schedule for this week, /team/schedule/ followed by a Monday’s date for another), so you can bookmark them.

Everyone whose account is on has a row, with the hours they usually work a week under their name (set in Manage, People).

The summary

Three numbers sit above the grid, for the first week shown:

• This week, scheduled: everyone’s planned hours of the hours they have available, like “142:00 of 168:00”. For another week it says Week of and its date.
• Over capacity: how many people have more hours planned than they have available.
• Free this week: the hours still available, added up for everyone who isn’t full.

Read a week

Each box is one person’s week: the hours scheduled of the hours available, like “24:00 / 32:00”. A dash means nothing is planned yet.

The hours available are their usual hours less a fifth of them for each weekday off, and a tenth for a half day. Approved time off and company holidays both count.

A line under the hours says why a week is different:

• 6:00 over: more is planned than they have available. The box has a red border.
• Holiday Nov 3: a company holiday falls that week.
• 1 day off, or ½ day off: their own time off that week.
• Off all week: they have no hours available that week.

A green box is full: what’s planned is at least nine tenths of what’s available, and not over. A dashed box has nothing planned. The legend under the grid says the same.

Plan a week

1. Click a person’s box for the week. A panel opens beside the grid, headed with their name and the week.
2. Type the hours for each project: 24, 7.5 or 7:30 all work. Up to 168 hours a project.
3. To add a project, click + Add a project and choose it from the list. The list has the projects that aren’t archived.
4. To take a project off the week, clear its hours or type 0.
5. Tick Repeat for the next 3 weeks to give the three weeks after it the same plan, replacing what they had.
6. Click Save, or Cancel to close the panel without changes.

As you type, the panel adds up the week, like “46:00 scheduled, 6:00 more than the 40:00 available.” Under the projects it repeats the person’s usual hours, and their time off and holidays that week.

Each change is kept in the history, on the person.

What members see

Anyone with a plan for a week sees Planned for you this week on the Time page, above their time, in the day and week views. It lists each planned project with the hours tracked on it so far and the hours planned, and the totals at the top, like “22:30 tracked of 40:00 planned”. It only appears when there’s a plan for that week.