🕰️ Est. Time: 15 minutes

🎯 Goal: Understand how to Schedule for your team, and how this can support you in resourcing across your business

🔑 Requirements: Access to the schedule permission, as well as an understanding of how the Schedule tool works

What’s different about Scheduling in Streamtime?

Scheduling in Streamtime is a really beneficial tool to map out your teams working days, as well as see your team utilisation and project progress.

However, we also understand that burnout is a concern in todays working world - so we designed our Scheduling feature with wellbeing in mind - from the availability module to our colour mapping feature, we help you to understand not just what your team are up to, but how they’re doing - giving you the opportunity to make informed decisions on your ongoing and future projects based on real time data.

If you’re not yet familiar with the Schedule and its views, please head to our Schedule article here, which will teach you the basics.

Why should I Schedule in Streamtime?

The Schedule in Streamtime is a huge piece of the puzzle, and there are endless reasons why integrating it into your workflows can support you to get the most out of the system - but here are some of our top reasons to utilise this feature in your day to day:

Informed Reporting Scheduling allows you to create informed reports across the platform, enabling you to make data-driven business decisions for the better.
Understand Team Capacity By understanding your teams capacity through scheduling, Streamtime allows you to make informed decisions around pipeline projects, ensuring you have all the information you need to make those all-important decisions.
Champion Team Wellbeing Our scheduling feature allows you to champion team wellbeing within your business, allowing you to keep track of how your team are doing and provide a happy, healthy workplace.
Live Data All of your data in the Schedule is live, allowing you to make in the moment decisions around your business needs.
Job Tracking The Schedule features important aspects and views which allow you to track jobs and see where everything is up to at the click of a button.

Core Views

There are four core views in the Schedule, which you can easily navigate to using the dropdown menu in the top left corner.

Let’s dive deeper into each view, and cover the top use cases for each.

To Do's

This view is a great help for team leaders - allowing them to see the team, and all the tasks they’re currently working on across projects for the week. You can easily navigate to future or past weeks, too.

People and their jobs

Selecting Show me 'People and their jobs' will show you an overview of the jobs each person is working on.

This view allows you to see the jobs timeline and milestones, along with your team member’s current projects, allowing you to plan accordingly.

Jobs and their people

Conversely, you might want to see your jobs first, and then whoever's working on them underneath. In that case, switch the view to 'Jobs and their people.'

You'll see your team under the jobs they're assigned to, along with their job-specific To-Dos.

You can also see any unassigned, role planned items contained within the job in this view. You can learn more about Role Planning here, if you don’t know about this already.

Jobs and Their Items

This view will give you a view of the items in a job and who is assigned to them. You can turnkey down into each phase and item. You will also see any unassigned items by role.

If you want to see the big picture and track both scheduled and logged time, the job progress column in the Jobs and their items view is your go-to! This view shows you the sum of time that has been logged and what's booked in To Do, compared to what was originally planned for the job. Stay on top of your projects and ensure they're moving forward as planned!

Customising your Schedule View

Once you understand the main features and views within the Schedule, you can start to customise what you’re seeing to best suit your workflows.

Select People

Along the top next to the view selector you can select which team members you want to see. you can select them by name, label or branch.

💡Selecting a branch will show you people attached to that branch not jobs attached to that branch. For example if Luke is assigned to the Auckland Branch but is working on a job for the Sydney branch, those jobs will show up as well.

Sorting

If you have selected a Job based view like Jobs and their Items or Jobs and their People, then you can use the Sort menu next the Team Member drop down.

If you have selected a people based view such as To Do's or People and their Jobs you can hover over their name and use the hover menu to remove, shift up or down, expand or collapse their schedule, or head to their To Do Screen via the below shortcut:

Filters

You can also use filters to customise your view or make schedule reports. For example, if I wanted to create a schedule view for all jobs assigned to the Events Branch that are a due at the end of next month I would do the following:

Select a core view, in this case I am going for Jobs and and their People

Open the Filters Tab

Click ➕ to add a filter.

I am going to select Job Branch IS "Streamtime Events"

I will then add a second filter by clicking Add Filter

Then selecting Job Due Date

Then entering Before Next Month in Date Field

You may want to save this view as a favourite by clicking Save as Favourite

This is just one example of how filters can be used to create custom schedule views. There are literally hundreds of other ways the schedule can be viewed. If you need help creating a view that suits your workflow reach out to the experts at help@streamtime.net

Emoji Coding

Emoji Coding has a lot of uses across Streamtime. You can use it to create a key for clients, to do’s, or pretty much anything else.

How to use emoji coding

To use emoji coding, you simply need to add an emoji into whichever free text field you would like across the platform. These give a visual cue to your team, which is decided by you - and is visible within the Schedule for easily determining what your team is working across.

Emoji coding for Jobs/Phases/Items

We often see customers emoji coding for jobs, or phases and items. This workflow is unique to you, so it’s totally up to you how you want to handle this within your workspace - but you could colour code for job types, specific clients or whatever else you need.

Emoji coding for urgency

Another common workflow we see is emoji coding for urgency. For example, if a scheduled To Do is non flexible, and your team member shouldn’t move this around in their To Do’s, you could use a red indicator. If it’s somewhat flexible, you could use orange - and if your team is free to move the To Do as they wish, you could indicate this with green.

The emojis here would be added into the scheduler’s note, and populate into the Schedule and the To Do screen of the team member.

Schedule Time

Let’s cover how to Schedule time.

The process is pretty much the same across all views within the Schedule - the only difference between the To Do’s view and the others is that rather than selecting the job or item, you can just click in the required date.

Scheduling Time in To Do’s

From the To Do’s core view, you can add a to do for an item directly into the Schedule, which will then populate into their To Do screen. To do so, follow the steps below:

First click into the day you want them to do this work (or if it’s being scheduled across multiple days, the day you want the work to start).
When the pop up appears, search for the job you want to schedule the time for, and then select the relevant item.
From here, you will see the time assigned to the team member, and the due date. You can then choose how many hours to assign, and how many days to assign those hours for.
Once you’re happy, click Create To Do. You will then see the item appear in your team members schedule.

The below video covers this workflow:

You can also use this method to schedule personal To Do's Such as training etc. By checking personal in the top left hand corner of the Pop Up.

For more on personal To Do's check out this article.

Scheduling across the other views

Get organised and schedule like a pro! You can schedule in any view, depending on your needs.

Schedule by a person's day-to-day schedule using the To Do's view or by clicking and entering information in the modal.
Schedule a person for one specific job using the People and their Jobs view.
Schedule out a specific job by going to the Jobs and their Items view and painting in tasks under specific items on team members.
Schedule team members for a specific job with ease by going to the Jobs and their People view, painting in tasks for the team member, and selecting items in the modal as you schedule.

Adjust Time

To adjust time just double click the time entry to bring up the dialog again and edit as needed.

You can also use the drag and drop method to move time and adjust its length.

If you hold down the alt or option can you can duplicate an entry and drag it to another team member.

Scheduler’s Notes and Checklists

Scheduler’s notes and Checklists are a really easy way to convey key information to the team member you’re scheduling for.

Scheduler’s notes

When adding a Scheduler’s note, this will appear on your team members To Do screen against the scheduled To Do, which makes it really clear to them what they’re supposed to be working on. You can use this to highlight key information, paste links to briefs, or anything else you need to communicate.

Checklist items

If the item you’re Scheduling for has a Checklist applied to it, you can also select a specific checklist item for your team member to work on - which will then populate into the Scheduler’s note section in exactly the same way.

You can add to this if you’d like, or leave it as it is.

Top Tips for Scheduling

The Schedule is a powerful feature within Streamtime, and there are a lot of things to bare in mind when scheduling. Below are some top tips for the Schedule:

Zooming In

The zoom function within the Schedule allows you to see further into the future in one screen, or you can zoom in to view a smaller window of time - whatever works best for your needs.

Jumping to a Specific Date

You can use the calendar in the Schedule to jump to a specific date without the fuss - allowing you to focus on the things that are most important to you at the click of a button.

Role Planning

In addition to role planning in the Job, you can also role plan within the Schedule feature, too! You can learn more on role planning here, but see below how to role plan for a job in the schedule.

Jumping to a Job

By clicking the three dot menu against a job name in the schedule, you can easily jump to the related job.

Custom Views

Like our other list views, you can also create custom views across the Schedule and save them for a later date. Learn more on custom views here.

See this weeks Milestones

The schedule view allows you to filter by milestones, allowing you to keep track of the important key dates across the job.

Viewing Soft Bookings

Filtering in soft bookings is a game changer within the Schedule - allowing you to schedule and view any paused to do’s for your team, and see how this is impacting their availability across the weeks. You can also learn more on soft bookings here.

FAQs

How do I split a block that has been scheduled across multiple days?
If you have Scheduled a To Do across multiple days and then want to split this, simply right click on the To Do block, and click ‘split block’.
How do I exclude weekend days from the Schedule?
Weekend days are automatically populated on the Schedule by design, as some teams work across the weekend. However, as long as you have no hours assigned to team members for these days, they will be greyed out.
How do I ensure I don’t schedule for weekend days when creating a block booking?
To ensure you’re not scheduling across the weekend days when creating a block booking, just make sure ‘include non-working days’ is unchecked in the bottom right of the to do creation pop up.
What view is best to Schedule from?
This depends on your workflows really - but try out each view, and see which one works best for you.
Why do some of my To Do’s have a dotted line around them?
These are paused to do’s - you can learn more here.
I can’t see my paused To Do’s
You can filter these in by heading to the sidebar. Learn more on filtering in paused to do's here.
Can I filter in the Schedule?
Yes - to learn more about filtering and what’s possible, head here.

Supporting Articles

Where do I find my assigned work?

See your teams capacity with the Availability Modal

Understanding the Schedule

Top Use Cases for the Schedule

Scheduling: Creating a clear and scalable workflow

How to Schedule for your Team