Scheduling

User Personas: Admin | Project Manager | Field User

Scheduling gives you one calendar for assigning crews across every active project. Superintendents, project managers, and office staff can see who is working where, catch conflicts and coverage gaps before they reach the field, and leave day-specific instructions for individual crew members, all from one screen. Crew members with login access can check their own assignments from the web. 

This article covers Scheduling on the web. For the crew experience on a phone or tablet, see Scheduling (Mobile).

To use the features described in this article, you need the Scheduling General Permissions (View, Create, Edit, and Delete) in your permission group, and the Scheduling module must be enabled for your organization. Crew members who only need to see their own assignments need the My Schedule permission instead.

Use the links below to jump to a topic:

• Open Scheduling
• Reading the Schedule
  • Project View and Crew View
  • Search, Filter, and Sort
  • Date Range and Navigation
  • What you can see
• Schedule Items
  • Add a Schedule Item
  • The Schedule Item Panel
  • View, edit, or copy a Schedule Item
  • Delete a Schedule Item
• Time Off
  • Add Time Off
  • The Time Off Panel
  • Edit or delete Time Off
• Personal Notes
• Coverage
• Conflicts and Warnings
  • Resolve a conflict
• My Schedule
• Permissions and licensing
  • Scheduling permissions
  • Licenses and Crew Basic access
• FAQ
  • Where do I open Scheduling?
  • What is the difference between Project View and Crew View?
  • Can I schedule start and end times, not just days?
  • Is a Schedule Item title required?
  • How do I schedule someone for several days at once?
  • Why did marking someone Sick on one project also block them on another?
  • Why is an item highlighted orange or red?
  • If I delete an assignment, does it remove the whole job?
  • Why can't I find a crew member in the picker?
  • I changed a user's market areas but nothing changed.
  • Can a crew member see the whole schedule?

Open Scheduling

1. In the global navigation menu, select Scheduling.
2. Scheduling opens in full width mode on the current week, with today highlighted.

Reading the Schedule

The schedule is a calendar grid. Rows are either projects or crew members depending on the view selected, columns are days, and each assignment appears as a card in the grid. Controls along the top let you switch views, change the date range, and narrow what you see. Crew member photos appear on the cards, so you can tell at a glance who is staffed.

Project View and Crew View

Use the Project View, Crew View, My Schedule toggle, just after the search bar, to read the same schedule two ways:

Each view is available in three date ranges, Week, 2-Week, and Month, for six view combinations in total. Changes you save appear on the calendar immediately in all six views.

Search, Filter, and Sort

Search is instant and is not case sensitive. When a row matches, the calendar narrows to just the matching items on that row, so you can see exactly what was found. Search looks at:

Filters narrow the grid, and you can select multiple entries in each dropdown:

Filter	What it limits the calendar to
	Projects and crew in the selected market areas.
	Projects run by the selected project managers.
	Specific projects you pick.
	Projects in the selected statuses.
	Schedule Items assigned to the selected crew members.

Sort reorders the rows, for example by Market Area. Select the sort control to change the field, and select it again to switch between ascending and descending. Sort is available in both Project View and Crew View.

Date Range and Navigation

What You Can See

Before you apply any filter, the calendar is already scoped to you. If you have market areas assigned, the schedule includes only projects in one of your market areas, plus projects that have no market area at all. The Projects and Crew Members pickers narrow the same way. If you have no market areas assigned, you see everything.

Market area scoping governs more than what you can read. It also limits who you can assign. When you build a Schedule Item, the crew picker is narrowed to your market areas and to the selected project's market area, and the Add Time Off pickers are narrowed to your market areas. See The Schedule Item Panel and The Time Off Panel.

This is why two people can open the same schedule and see different data. For the full picture of how visibility is calculated, see Market Area Visibility: Who Sees What. To create market areas or change what a user is assigned to, see Market Areas.

Schedule Items

A Schedule Item is an assignment: one or more crew members allocated to a project for a set of days. This is how you build out staffing on the calendar.

Add a Schedule Item

There are two ways to add a Schedule Item.

From the Project View calendar:

1. Hover over an empty spot in a row.
2. Select a single day, or select and drag across several days.
3. Release to open the Add Schedule Item panel, pre-filled with the project and the dates you selected.
4. Fill in the fields in the panel, then select Save Schedule.

From the Actions button, in either view:

1. Select Actions, then Add Schedule Item.
2. Fill in the fields in the panel, then select Save Schedule.

The Schedule Item Panel

Add and Edit using the same panel

While a save is in progress, a brief loading overlay covers the panel, so it is clear the save has not finished.

View, Edit, or Copy a Schedule Item

Select an item on the calendar once to open its Quick View card, a read only summary of the project, title, dates, and crew, shown right next to the item. The card has three buttons:

Delete a Schedule Item

You can delete from the Quick View card, or from the Delete button inside the Edit panel. A confirmation dialog appears before anything is removed.

How much gets deleted depends on your view:

Time Off

Time Off marks the days a crew member, a project, or a whole market area is unavailable. Recording it keeps you from staffing people who cannot work, and it feeds the availability and conflict warnings you see while building the schedule.

Add Time Off

From the Crew View calendar:

1. Hover over an empty spot in a row.
2. Select a single day, or select and drag across several days.
3. Release to open the Add Time Off panel, pre-filled with the scope set to Crew Members and the dates you selected.
4. Fill in the fields in the panel, then select Save Time Off.

From the Actions button, in either view:

1. Select Actions, then Add Time Off.
2. At the top of the panel, choose a Scope.
3. Set the dates and, optionally, a Title such as "Juneteenth" or "Company Shutdown". The title shows on the calendar and in the Quick View card for that time off.
4. Select Save Time Off.

The Time Off Panel

Add and Edit use the same panel:

Crew time off is recorded against the person, so it shows in the Crew View and across all of that crew member's projects, not just one. A project holiday shows as a holiday band across that project's row in Project View. A market area holiday shows on every project in the area, each tagged with a market area chip.

Edit or Delete Time Off

Select a time off card on the calendar to open its Quick View card. From there:

• Select Edit to open the Edit Time Off panel, or double-click the card to skip the Quick View. You can change the scope, type, title, dates, and the affected crew members, projects, or market areas.
• Select Delete to remove it. A confirmation dialog appears first.

Personal Notes

A Personal Note attaches specific context to one crew member's day, such as:

• Instructions for that person on that day
• A gate code
• Travel and lodging details

The note travels with that crew member's schedule, and they see it when they review their own schedule.

What the crew member sees is labeled differently from what you enter. In My Schedule, on the web and on a phone, a Personal Note appears as Note for You and the item’s Global Notes appear as Project Notes. The same two fields, different labels depending on who is looking.

There are three ways to manage Personal Notes:

To delete a note, select the Delete link on the note, or clear the text and save. A confirmation dialog appears first.

Coverage

The Coverage section at the bottom of the schedule shows how well staffing lines up against the crew required. Coverage falls into five states:

Coverage problems are not confined to the Coverage section. They are also marked on the calendar grid and on the Schedule Item's Quick View card, so you can spot them without scrolling to the bottom of the calendar.

Conflicts and Warnings

Scheduling flags two kinds of staffing problems directly on the calendar.

Undercrewed items display an orange status bar showing how many crew members are assigned against how many are required, plus a warning icon. More detail appears on hover, on the Quick View card, and in the Add and Edit panel.

Conflicts, meaning double booked crew, are marked with a red icon overlay on the affected crew members, and the item's card shows a red conflict icon. When an item is both in conflict and undercrewed, both states show together, and multiple conflicts are merged into a single entry on the card.

Resolve a conflict

1. Select a conflicting item to open its Quick View card, then open conflict resolution from the card.
2. In the Conflict Resolution dialog, review the conflicting days across every Schedule Item that crew member is on.
3. Select any red day to clear the conflict by marking that day as off site or time off for that crew member. If you would rather change the assignment itself, open Edit from the three-dot button for the whole Schedule Item.
4. When all conflicts are cleared, select RESOLVE to commit the changes.

You can also start from the panel. On a crew member's day calendar inside the Add or Edit Schedule Item panel, select a conflicting day and choose Resolve conflicts from the three-dot button.

My Schedule

My Schedule lets a crew member check their own assignments on the web, which is useful when they do not have their mobile device on hand. It is the schedule filtered to the signed in crew member, grouped as Yesterday, Today, and This Week, and it is read only.

Each entry shows the project and the dates. Selecting the location icon on an assignment opens a map of the project, as long as a Project Address is entered in Project Info.

Notes on an assignment carry the crew-facing labels: Note for You for a Personal Note written for that person, and Project Notes for the Global Notes on the Schedule Item.

My Schedule is controlled by its own permission and only appears for a signed in user who is also a crew member. A crew member on the Crew Basic license lands directly on My Schedule at login. The same assignments are available on a phone or tablet, where they are listed as the next 14 days rather than grouped by Yesterday, Today, and This Week. See Scheduling (Mobile).

Permissions and licensing

Scheduling permissions

Scheduling access is controlled by the Scheduling module, which eSUB enables for your organization, plus a Scheduling section in your permission group. That section holds two sets of permissions, and both default to no access.

Here is what each action requires:

If a user does not see an action described in this article, review their Scheduling permissions. Admins manage these from User Permissions.

Licenses and Crew Basic access

Permissions decide what a user can do. The license decides what they are entitled to in the first place. eSUB has three license types:

Crew members are managed separately from standard users, under Resources in Company Settings, and a crew member can be converted to a user when they need more than their own schedule. For more on license types, see Create and Manage Contacts.

FAQ

Where do I open Scheduling?

In the global navigation menu, select Scheduling. It opens in full width mode on the current week.

What is the difference between Project View and Crew View?

They show the same schedule from two angles: projects as rows, so you can see who is on each job, or people as rows, so you can see where each person is scheduled. Some actions also behave differently between them. See Project View and Crew View.

Can I schedule start and end times, not just days?

No. Schedule granularity is by day, so a Schedule Item has no from and to hours. Track hours in Time Management instead.

Is a Schedule Item title required?

No. If you leave the title blank, a placeholder is shown on the calendar grid.

How do I schedule someone for several days at once?

Select and drag across the day cells when creating the item. The Add Schedule Item panel opens with those dates already filled in.

Why did marking someone Sick on one project also block them on another?

Crew time off applies to the person, not to the item. When someone is off on a day, they are off across all their projects, and it shows in Crew View.

Why is an item highlighted orange or red?

Orange means undercrewed, meaning fewer crew than required. Red means a conflict, meaning a crew member is double booked. See Conflicts and Warnings.

If I delete an assignment, does it remove the whole job?

It depends on the view. In Crew View, delete removes just that crew member, and the item goes away only when it was the last person on it. In Project View, delete removes the whole item.

Why can't I find a crew member in the picker?

The crew picker on a Schedule Item is limited to people in your market areas and in the selected project's market area. Check which project is on the item, then check that crew member's assigned market areas under Resources in Company Settings. Crew with no market area assigned always appear.

I changed a user's market areas but nothing changed.

Assigned market areas take effect the next time that user signs in.

Can a crew member see the whole schedule?

Not unless they have the Scheduling General Permissions. On the web, crew members with My Schedule access see only their own assignments.

See also: Scheduling (Mobile) · Market Area Visibility: Who Sees What