The view in the task planning is customizable in different ways. Click on Day, Week or Month in the upper right corner to schedule in the respective view. To personalize the display of the columns, click on the settings icon at the top right. Here you can define the start time, end time, hours per column and the split of the column. You can also define the length of the time snapper. The task planner is similar to the appointment planner of TimeTrack.
Use the “Hours per column” option to define how many hours should be included in a column. The option “Split column into” allows you to define how the columns should be split. For example, if you want to split 2 hours into 4 columns, then each column has an equivalent of 30 minutes.
To create a new task, click on the plus icon in the upper left corner. First define the date and the start and end time. Then select the task to be executed. You must define the tasks beforehand under Data management > Tasks. Then select the user for the task. Optionally, you can also add tags and notes.
You can also click directly in the row of the corresponding employee(s) to schedule faster.
With click and drag you can shorten or lengthen the length of the tasks. With drag and drop you can assign the task to another user. Press the shift key and drag the task to another user to copy it.
The gray coloured rows in the task schedule indicate that an employee should not be assigned to a task on that day, because he/she is usually not working there.
If an employee is assigned to a shift, the time period will be highlighted in blue in the task planning. The green coloured rows show the availabilities of your employees.
You will find another settings icon in the upper right corner, with which you can personalize the shift display in the task planning. If you select “Show customers and projects“, you can also specify which customer or project a task belongs to.
You can also display the task skills of employees. If you select this option, the corresponding activities will appear to the right of the employee’s name in the form of colored circles.
Select “Show hours from shift assignments” to have an overview of already scheduled hours.
To the left of “Employees” you will find two arrows next to each other pointing in the opposite direction. Click on them to adjust the sorting. A new field will appear where you can sort the task list by the name of the employees in ascending, descending order or by the number of assigned hours in ascending or descending order.
Click on “Show quotations” under the settings icon to see an additional extension with the activities under the table of employees. Click in the lower table to create a new appointment entry for the activities. You can specify the date, duration and activity.
You can also specify the minimum number of employees you need for this activity. Optionally, you can also add the client, project, tags or notes.
The quotations in the task list are optional, but allow you to plan in detail. Assign an activity to an employee in the upper table to fill the slots below. As soon as you assign an employee an activity, the color of the activities changes from red to orange. The sooner you reach the minimum number of employees, the color slowly changes to dark green.
Depending on how you have set the time snapper, you can see different slots.
Next to the names of the employees you will see different numbers. Move your cursor over the number to see what it stands for. Depending on your calendar settings, you will see the sum of assigned activities and shifts and the target hours according to the working time model. The view of the assigned activities and scheduled times can thus be done directly in comparison with the target hours.
Under data management you can define the user rights for the task list. Here you can select whether the user can plan tasks for everybody, can only plan own tasks or create task-quotations. Your employees will only see their own tasks, unless the admin has set this differently in the user rights.
Click on the settings icon in the upper right corner to determine which warnings should be displayed in your task list. Here you can decide whether warnings should be given regarding insufficient skills or when tasks are scheduled on holidays. In addition, TimeTrack warns you about shifts that do not fit the regular working hours or which are against the working time model.
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