Scheduling Employees to Projects

Scheduling Employees to Projects

This guide walks you through assigning employees to projects using the Resource Scheduling feature. Employee schedules help you plan your workforce and ensure you have the right people on each job.

Creating an Employee Schedule

Method 1: From the Schedule Employee Button

1. Navigate to Scheduling in the left sidebar
2. Click the Schedule Employee button (blue button in the header)
3. Fill out the scheduling form
4. Click Save

Method 2: From the Calendar

1. Navigate to Scheduling
2. Click on any cell in the calendar grid
3. The scheduling form opens pre-populated with that date
4. Complete the form and click Save

Employee Schedule Form Fields

Required Fields

Optional Fields

Understanding Schedule Status

Editing an Employee Schedule

From the Calendar

1. Click on an employee's schedule card in the calendar
2. A details popup appears showing schedule information
3. Click the Edit button (pencil icon)
4. Make your changes in the edit form
5. Click Save

From the Employees List

1. Switch to "Employees" view using the View dropdown
2. Find the schedule in the table
3. Click the Edit button in the Actions column
4. Make changes and save

Deleting an Employee Schedule

1. Click on the schedule card to open the details popup
2. Click the Delete button (trash icon)
3. Confirm the deletion when prompted

Warning: Deleted schedules cannot be recovered. Consider changing the status to "Cancelled" instead if you need to preserve the record.

Best Practices

Plan Ahead

• Schedule employees at least a week in advance when possible
• Use the Month View to get an overview before making assignments

Use Consistent Roles

• Define standard roles for your organization
• Use the same role names across projects for consistent reporting

Set Priorities Appropriately

• Use "High" or "Critical" priority sparingly for urgent assignments
• Normal priority is appropriate for most schedules

Add Notes for Special Instructions

• Include equipment to bring
• Note any safety requirements
• Add contact information for site supervisors

Example: Scheduling a Crew for a Week

Scenario: You need to schedule 3 electricians to work on the ABC Office project Monday through Friday.

Steps:

1. Go to Scheduling and click Schedule Employee
2. For each employee:
   • Select the employee (e.g., "David Chen")
   • Select project "ABC Office Renovation"
   • Set Start: Monday 7:00 AM
   • Set End: Friday 3:30 PM (or create separate daily entries)
   • Set Scheduled Hours: 40
   • Role: "Journeyman Electrician"
   • Status: "Scheduled"
   • Click Save
3. Repeat for the other 2 electricians
4. Review the Week View to confirm all assignments are correct

Troubleshooting

"I don't see an employee in the dropdown"

• Ensure the employee is active in Admin → Users
• Check that the employee belongs to your tenant/organization

"The schedule isn't appearing on the calendar"

• Verify the date range filter includes your scheduled dates
• Clear any project or status filters that might be hiding it

"I can't edit or delete a schedule"

• You need Edit Scheduling permission - contact your administrator
• The schedule may be in a completed/cancelled state

Related Articles

• Resource Scheduling Overview
• Scheduling Equipment
• Managing Resource Availability