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 — the tasks that still need a day on the calendar, with the total count in the panel header. 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. Cards are tinted with the crew's color, so you can tell at a glance whose work is whose (see Crew colors below). |
Teams and Assets views
A Teams | Assets toggle in the toolbar switches what the board's rows represent. Teams (the default) is the crew board described in this article. Assets lanes the board by your equipment instead — one row per machine — so you can drag work onto a piece of equipment to assign it, the same way you drag work onto a crew. Use the Assets view to spot which machines are free and which are double-booked. For setting up equipment itself, see Assets.
Crew colors
Every scheduled card is shaded with its team's color, which is set in the Color field of the Team dialog. Give each crew a distinct color and the board becomes readable from across the room — all of one crew's work shares the same tint. See Teams for where to set it.
Choosing the dates and filters you see
The toolbar across the top controls the window of time and which work appears on the board.
- Teams | Assets — switch the board between crew rows and equipment rows (see Teams and Assets views above).
- 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.
A large sweep is sent to the server in batches rather than all at once. If one batch is rejected — say a task in it can't be moved — the sweep stops there and a message tells you how many tasks were moved before it stopped, and which task blocked it. The tasks that already moved stay moved; the rest are left on their original dates. Fix the task named in the message and click the button again to sweep the remainder.
The Unscheduled panel — your backlog
The panel on the left lists the tasks waiting for a spot on the calendar. The number beside the Unscheduled heading is the full size of your backlog, however large it is.
The panel loads a page at a time rather than the whole backlog at once, so it opens quickly even on a tenant carrying thousands of unscheduled tasks. Scroll to the bottom of the list and the next batch loads automatically — a brief spinner appears while it fetches. There is nothing to click and no page numbers; just keep scrolling.
- Filter tasks — type to find a task by name, project, or crew.
- All Projects — narrow the backlog to a single project.
- All Task Names — pick a task name to see every unscheduled instance of it across projects. The number beside each name is how many instances are waiting — handy for recurring work like "Mow" or "Spring Cleanup".
- Tag chips — click one or more tag chips to show only tasks carrying those tags; the All chip clears them again.
- 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 crew size, its labor hours (total and per crew member), its status, and any tags.
- Collapse — use the arrow in the panel header to tuck the panel away and give the board more room.
Every filter, the sort, and the dropdown choices themselves are worked out across your whole backlog, not just the page you can see — so a name or a tag you pick still finds tasks further down the list than you have scrolled.
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). |
| Stop clocks for team <name> | Clock the whole crew out everywhere at once — this stops the team's running clocks across all tasks, not just the one you clicked. Use it at the end of the day. |
| 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. Moving a day moves every task in that crew's day cell together. |
| Undo last move | Appears after you've used Move day — puts the moved tasks back on their previous scheduled date. |
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.
Clocking a crew's whole day
You can also run a crew's day clock straight from the board — starting the whole crew's day in the morning and stopping it when they're done, rather than clocking each task separately. The day's entries land on the Review screen alongside task-level clocks, ready for a manager to check and approve before 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. On a big sweep, read the confirmation message — if it reports a count rather than a clean finish, some tasks were left behind and the button will still be there.
- 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.
- End the day in one click. "Stop clocks for team" clocks the whole crew out across every task at once — faster than stopping each task's clock.
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.
The panel's count says 400 but I only see a few dozen cards — where are the rest? The count is your whole backlog; the list loads in batches as you scroll. Keep scrolling and the next batch appears. If you're hunting for one specific task, it's faster to type its name in the filter box or pick it from the task-name dropdown than to scroll for it.
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. If a move was a mistake, Undo last move puts things back.
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 — task clocks and day clocks alike — feeds into the Review screen and payroll, so what crews log on the board becomes the record of hours worked.