🕰️ Est. Time: 10 minutes
🎯 Goal: Understand the top use cases for the Schedule, and how to see them
🔑 Requirements: Access to the schedule permission, as well as an understanding of how the Schedule tool works
What are top use cases?
Top use cases are the views we most commonly see, as well as those that we suggest exploring to get the most out of this feature.
By using different views and filters, these use cases allow you to unlock the full potential of the schedule filter to allow you to see what you need, when you need it.
Why should I explore top use cases?
Top use cases allow you to get the most out of the scheduling feature day to day, and also give you the opportunity to learn more about the scheduling feature and how everything works - which means you can then customise in whatever way suits your needs best!
Top use cases
Below are some of the top use cases we use across Streamtime - so feel free to have a browse, and explore how you can best use this across your own platform to maximise your usage.
I want to see what's going on this week
You can see day by day schedules in the To Do's view.
Get the inside scoop on what's happening this week with Streamtime! Want to know which jobs your team is actively working on? Create a filter for To Do Scheduled in the sidebar and check out the Jobs and their People view. See all the jobs with scheduled To Do's, and open them up to see who's working on what.
💚 Healthy Business Tip: Don't let stress and burnout get the best of your team! Keep an eye on their workload and make sure they're not getting bogged down by too much work. Maintaining a healthy workload is key to boosting productivity and preserving mental well-being.
I want to see upcoming deadlines and milestones
Never miss a deadline or milestone again! Stay ahead of the game by filtering by Item due date or Milestone date.
With these filters, your schedule will show all the jobs with due dates within the range you specify. Use the Jobs and their items view for the best results.
I want to see what jobs a specific team member is working on
Stay on top of your team's workload! Want to know what jobs a specific team member is working on? Check out the People and their Jobs view. See each team member's assigned jobs and job-specific To Do's all in one place. Narrow down the view to see only the information you need.
You can even exclude certain jobs with filters. For example, if you label internal jobs, add a filter to exclude those jobs. Below, you'll see the filtered results of Andy's jobs that are not internal and due after 16 April.
I want to set item dates in the schedule
Easily set item dates in your schedule! In the Jobs and their items view, simply turnkey the phase and item you want to paint. Then, click and drag to paint in the dates. You can even move the bars and dates around with ease. Just keep in mind that To Do's won't move.
If you have an item that spans a long time, like months, it's best to set the start and end date for that item from the job page item card.
The dates you set in any area (Schedule, Timeline, Job Item Card) will reflect everywhere else you see job dates.
We know, we know: you want to add milestones to jobs in the schedule.
We're aware this would be super handy, and we haven't released this yet, but we have this in mind for a future update. For now, add milestones to your jobs from the Timeline tab in the job page.
I want to see all the jobs that have a specific team lead
This is a common use case for many companies. Whether it's a lead project manager, creative director, or any kind of manager, you can easily keep track of their jobs.
Start by labelling your jobs with labels that denote the team lead. Then, create a filter to show only jobs with those labels. These filters are great for regular check-ins, so make sure to save them as a favourite.
Don't know how to use labels? Check our article on the subject for more information.
I've planned Sarah on a job that's due to start in May, and created my filters, but it doesn't appear!
The filter will only show jobs with To Do's that have been painted into the schedule. If you have planned time for a team member but it's not showing up, simply paint in blocks of time to create bookings.
And if the job isn't signed off yet, use the Paused To Do functionality for a seamless experience. Want to learn more? Check out the Paused To Do's feature.
I want to see what our upcoming capacity is to take on new work
Find the perfect fit for your new project! Got a new project, but not sure who to assign it to and how to fit it in? No worries, the Availability modal has got you covered. You can learn more about this here.
💚 Healthy Business Tip: Open communication is key to a successful team! Break down barriers and promote effective communication by providing diversity training, encouraging one-on-one check-ins, and utilizing workplace messaging tools. Your team will feel heard and supported, and you'll be able to address any potential burnout before it happens!
How do I see how my projects are going?
Want to keep your projects on track and make sure everything is progressing smoothly? No problem! You have a few options to choose from.
You can easily check the used and planned figures for your job on its job page or even export reports from the Jobs List.
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!
Just roll over the tooltip on the job, items, and team members for more information. If you have financial permission, you'll see the sell value of these figures included and you'll be able to switch this to a dollar view in the Visibility Settings in the sidebar.
You can also switch the calculation to show scheduled vs remaining time, which is the time you have in the schedule vs any remaining hours planned (minus logged time), or the corresponding financial calculation. 💸
Supporting Articles
Back to Basics:
Missed a few steps? The below articles will help bridge the gap.
Additional learning: