The Schedule is where you decide who does what and when. It's a calendar board: each crew gets a row, each day gets a column, and you drag the work that still needs doing onto the day and crew that will handle it. This guide walks a first-time user through reading the board, scheduling a task, choosing the dates and filters you see, and clocking a crew in and out.
Where to find the Schedule
From the left sidebar choose Tasks, then click the Schedule tab along the top (next to Tasks, Gantt, and Review).
How the board is laid out
| Area | What it shows |
|---|---|
| Unscheduled panel (left) | The backlog — every task that still needs a day on the calendar. You drag from here onto the board. |
| Toolbar (top) | Choose the start date and how many days to show, filter the board, and toggle which task statuses appear. |
| Crew rows (left of the grid) | One row per team/crew (Enhancement Crew, Hardscape Crew, Installation Crew…), with the crew's daily hours capacity. |
| Day columns (across the top) | The days in view. Today is highlighted. |
| Scheduled task cards (in the grid) | Each card is a task booked to that crew on that day. It shows the task's hours and a small bar of how full the crew's day is. |
Choosing the dates and filters you see
The toolbar across the top controls the window of time and which work appears on the board.
- From — the first day shown. It defaults to today.
- Days — how many days to display. Type a number, or use the quick presets 3 / 5 / 7 / 14.
- Reset — snap back to the default (today, 7 days).
- Status — a row of colored chips, one per workflow state. Click a chip to hide that status from the board; click again to show it. (Draft and Estimate tasks never appear here — they're too early to schedule.)
- Teams — show only the crews you pick (searchable).
- Tags — narrow the crews shown to those carrying specific tags.
"Move N Past Tasks to Today." If any Sold, Scheduled, or In Progress tasks are sitting on dates that have already passed, a blue button appears in the toolbar offering to sweep them all onto today in one click — a quick way to catch up work that slipped.
The Unscheduled panel — your backlog
The panel on the left lists every task waiting for a spot on the calendar.
- Filter tasks — type to find a task by name, project, or crew.
- Project and task dropdowns — narrow the backlog to a single project, or jump to one task.
- Sort — click the Task Name header to flip between A→Z and Z→A.
- Task cards — each shows the task, its project, its crew, and its labor hours.
- Collapse — use the arrow in the panel header to tuck the panel away and give the board more room.
Tasks drop off this list once they're scheduled, and work that's already finished doesn't clutter it.
Scheduling a task
To schedule work, drag a card from the Unscheduled panel and drop it onto the board — onto the crew row and day column where it should happen. The task is booked to that crew for that day and leaves the backlog.
A few things the board does to help you:
- Hours and a fullness bar. Each scheduled card shows the task's hours, and each day cell has a small bar showing how full that crew's day is — green when there's room, amber when it's getting tight, red when it's overbooked. A percentage tells you exactly how loaded the crew is.
- Move or extend. Drag a scheduled card to a different day or crew to reschedule it. A multi-day task can stretch across several days.
- Reorder within a day. Drag cards within a single crew/day cell to set the order of work.
- Focus one crew. Use the eye control on a crew's row to isolate just that crew, then toggle it off to show everyone again.
Scheduling a task onto the board plans the work — it does not start the clock. Crews begin logging time only when you clock them in (below).
Managing a scheduled task
Right-click any card on the board to open its action menu.
| Action | What it does |
|---|---|
| Start clock for all | Clock in every assigned crew member on this task at once. |
| Start clock for individual members | Choose exactly who clocks in. |
| Stop all clocks | Clock everyone out when the work is done (appears once a clock is running). |
| Route → Optimize / Calculate / Clear | Plan the crew's driving route for the day's jobs (see Optimizing a crew's route below). |
| Move day | Shift the task to a different date without dragging. |
Clocking a crew in
Choosing Start clock for individual members opens a short dialog listing the people on the task (the crew lead is marked). Tick the ones who are starting work — or use Select All — and click Start Clock.
Their time starts counting against this task. When they're finished, right-click the card again and choose Stop all clocks. The time they logged then flows into the Review screen and payroll.
Starting and stopping clocks needs the right permissions. If you don't see those options, your role doesn't include time-clock access — ask an administrator.
Optimizing a crew's route
When a crew has several jobs in a day, the Route options plan the best driving order between the job sites. Choosing Optimize route opens a map of that day's stops where you pick a starting point (a branch or yard, or your current location), let the system order the stops for the shortest drive, fine-tune the order by hand, and save it back to the schedule.
It's the same route planner used on the Map page, just focused on one crew's day. For the full walkthrough — start and end points, optimizing, reordering, and saving — see Route Optimization.
Tips for getting started
- Work from the backlog. If a task is in the Unscheduled panel, it still needs a day — drag it onto a crew and a date.
- Pick your window first. Use the day presets (3 / 5 / 7 / 14) and the From date to frame exactly the stretch you're planning.
- Watch the colors. The day-cell bar (green / amber / red) and the percentage tell you at a glance which crews have room and which are overbooked.
- Hide the noise. Toggle off the status chips for states you don't care about right now, and use the Teams filter to focus on the crews you're scheduling.
- Catch up fast. If the "Move Past Tasks to Today" button appears, it'll pull slipped work forward in one click.
- Clock in from the card. The same card you scheduled is where you start and stop the crew's time — no need to leave the board.
Common questions
Why isn't a task showing in the Unscheduled panel? Tasks only appear there when they still need a day on the calendar. Draft and Estimate tasks are too early to schedule, and finished work won't be in the backlog.
A crew's day cell is red — what does that mean? The bar and percentage show how loaded a crew is for that day. Red means you've booked more hours than the crew has available. You can leave it overbooked or drag some work to another day.
How do I move a task to another day? Drag its card to the new day or crew, or right-click and use Move day. To take it off the schedule entirely, drag it back to the Unscheduled panel.
What is "Optimize route" for? When a crew has several jobs in a day, the route tools plan the best driving order between the job sites so the crew spends less time on the road.
Where does the clocked time go? Time you start and stop here feeds into the Review screen and payroll, so what crews log on the board becomes the record of hours worked.