Prefer a video walkthrough? Check out our how-to video here. You'll need about 10mins.
The schedule in Streamtime is designed to help you manage resourcing for your jobs. Sounds easy, right? But this 'easy' task can get difficult pretty quickly. Let's get a quick look at the schedule overall, then dive into its complexity.
The top bar is where you'll drill down how you want to see your team or jobs. You're able to view four different ways of viewing your team schedule — To Do's, People and their jobs, Jobs and their items, or Jobs and their people.
From here you can also filter exactly which team members you're seeing. Select groups of people using team tags, or select each person one by one. Searching here will allow you to quickly select the team or person you need. You can even search by role, and you'll return the people with that role.
Now let's narrow down what jobs you see. Notice the filter sidebar on the right. Add a filter to narrow down what projects you're viewing. This is where the real power comes in: filter by job status, dates, company names, team members, item start and due dates, and even what's booked in To Dos for this week.
Save these favourites by naming the segment. You'll see your favourites in the sidebar, and you can choose to share or hide them with your team.
Now let's go through each view one by one.
You might be familiar with your own personal To Do screen. The To Do Schedule view is like seeing everyone's To Do's at once. You get an overall view of their availability for each team member from the top row.
You can also edit and assign tasks, and create notes that your team members will see on the task.
From here, you can view, edit, and move tasks around. Drag and drop tasks from person to person, or from day to day. Hold Ctrl and select multiple tasks to take action on all of them at once. You can use the right click menu to duplicate tasks, split long blocks, reassign tasks.
Need to see a longer view? Zoom out, and see your team's capacity over a longer period of time and hover to see more information.
Adding a filter on the right hand side panel will highlight the associated tasks. For example, if I wanted to see how much time is taken up with jobs for [company], I can apply this filter and see at a glance what tasks are for that company.
People and their jobs
Selecting 'Show me People and their jobs' will show you an overview of the jobs each person is working on.
These job timelines reflect the dates you've set up for that project, and its associated milestones. Expand this area if you need to, and see job-specific To Dos underneath.
In many companies, team members are assigned to lots of projects at once. You might have internal jobs set up, or jobs where a team member's input is complete. To narrow these jobs down further, head over to the filter bar. For example, I've filtered the view to show me jobs for certain people that have milestones this month.
Remember, you can filter by a number of parameters to get the view that suits you best.
Jobs and their people
Conversely, we might want to see our jobs, then whoever's working on them underneath. Switch the view to Jobs and their people.
You'll see your team under the jobs they're assigned to, and their job-specific To Dos.
This is a great view for client WIPs. Narrow down the jobs you see to everything by a certain client. Or for viewing what's coming up — filter by 'To Do Scheduled this week'.
With every view you can add a To Do by clicking on the relevant day.
Jobs and their items
Perhaps you like to plan your job, then each item individually. Or perhaps you're at the stage where the real project management comes in, and you need to granularly schedule tasks, deliverables and people. Check out the Jobs and their Items view.
You can view your jobs here, and paint in your item dates. If you've chosen to do that on the job timeline, those dates will appear here and vice versa. You can also move the job bars here which will move your item dates as a whole together.
As you turnkey open your phases and items, you'll see the team members assigned to those items.
You can see what they've logged plus scheduled against what they're planned for in this column.
If you've got financial access to the schedule, you'll be able to view this in the corresponding sell value — change this option in the Visibility Settings on the right hand panel.
You can also switch these figures to either show you what's been logged and scheduled against what's planned, or scheduled hours vs what's remaining.
Don't forget, you can zoom here to see an overall view of the hours that are scheduled for this job. This is also where you'll land if you switch to view the schedule directly from the job.
TL;DR: You can view your schedule in four different ways, depending on what you need to see most. Use filters to narrow down your view — this way you'll get the best out of your schedule.