Schedule and change work

Book a person's time against an activity on Schedule, then move, change or remove it. Only an Editor, Admin or Owner can book or change work.

Book work

You need the person in Resources and an activity to book. Clients and projects and Activities cover setting those up.

1. Open Schedule and select + on the person's row. The form opens with the visible week filled in. Or drag across empty days on their row to choose the dates; selecting one empty cell opens the form for that day.
2. Choose Project, then Activity.
3. Check the dates, amount and status, then select Save. The booking appears on the person's row.

Change or remove a booking

Move or reassign a booking

Drag the middle of the bar along the row to move it, or onto another person's row to reassign it.

A reassigned booking keeps its start date and its number of working days, not its end date. Two days of work running Thursday to the following Tuesday, for someone who works neither Fridays nor Mondays, becomes Thursday and Friday for a Monday-to-Friday colleague. While you drag, the bar shows the length you will get.

The drop is refused, and the bar stays put, if the start date is outside the company's or the person's working pattern or the person's availability dates. With Ignore working days on, the bar may use non-working days but still can't cross availability dates.

Change the date span

Drag the left or right edge of the bar. Resizing outside the person's availability dates is refused and leaves the booking unchanged.

Edit, duplicate or delete a booking

Select the bar to open Edit allocation. Change the assignee, project, activity, dates, amount, status, task or note, then select Save. Select Duplicate to copy the booking, or Delete to remove it. Repeat occurrences can't be duplicated.

Select Undo in the toolbar, or press Ctrl+Z (⌘Z on macOS), if you change or remove the wrong booking.

If a project is archived or deleted

Archiving or deleting a project hides every booking made under it, including All-projects bookings that count towards it. Restoring an archived project brings them back. Archive or delete a client or project explains who can do each.

Fill in the booking form

Choose the project and activity

Choose Internal, No specific project or a real project:

• Internal offers only internal activities.
• No specific project offers only All-projects activities and leaves the booking unattributed.
• A real project offers the shared All projects activities first, then that project's Project-specific ones.

For a real project, the Activity picker lists All projects and Project-specific activities separately.

An All-projects activity booked under an active project, with an active client, counts towards that project. The bar takes the project's label, colour and filters. Choosing No specific project when editing removes that attribution. Existing unattributed bookings stay unattributed until you change them.

If the activity doesn't exist, create it on Activities. If your company has turned on inline activity creation, add it from the form; under a real project it becomes project-specific.

Set the status, task and note

Status is Confirmed, Tentative or Completed. Notes are one line. When the task field is on, the form also has an optional one-line Task.

Book work you might not win

Set Status to Tentative for work you haven't won yet. Its bar gets a dashed border and a light diagonal hatch. Turning off the Tentative pill in the filter row hides it from the grid.

Tentative work counts towards utilisation, red over-capacity days and the red 14-day warning on Schedule, even while the pill hides it. On Overview, turn off Tentative to count confirmed bookings only.

When the work is won, open the booking and change Status to Confirmed. If it is lost, delete the booking.

Enter the amount

A booking is a date range plus how much of each day it takes. Your company's allocation units decide how you enter it:

• Hours: start date, end date and hours per day. Hours / day offers 1 h, 2 h - quarter day, 4 h - half day or 8 h - full day. An existing booking with another value keeps showing that exact value until you choose an option.
• Days, the default for a new company: how many days of work, spread over how many days. CapacityLens works out the hours per day. Days of work can be a positive fraction; the half-day steps are only suggestions. The amount spread across Days over can't exceed 24 hours per day.
• Blocks: a span of days with no hours, which doesn't count towards utilisation.

Changing the units doesn't rewrite existing bookings. CapacityLens plans capacity; it is not a timesheet. What is CapacityLens? explains why.

Book on non-working days

Leave Ignore working days cleared to book only the days in both the company-wide working days and the person's own pattern. Select it to use every calendar day in the span, including non-working weekdays.

Either way, a new booking must start on a working day that isn't covered by the person's time off or a company closure. To book across non-working days, start on a working day with Ignore working days selected, then drag or extend the bar.

A booking must also stay within the person's availability dates, and Ignore working days doesn't bypass them. A booking that falls outside those dates later stays visible, and you can still edit its details; only changes to its dates or assignee are blocked.

External-party bookings always use literal calendar days, so they have no checkbox.

Repeat a booking

Under Repeat, choose Weekly, Every 2 weeks, Every 3 weeks, Every 4 weeks or Monthly, then set Repeat until. The date can't be before today or the start, must allow at least one repeat, and can be at most six calendar months after the start. An occurrence that starts on or before it may finish after it. The form shows how many bookings it creates and the last start date. Leave Doesn’t repeat for a single booking.

Saving creates the whole series, and one Undo removes it. After that, each occurrence is edited on its own. Deleting one lets you remove only that occurrence or it and every later one. With an All-projects activity, every occurrence keeps the chosen project.

Next: Time off — record absences.