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The planner (timeline & calendar)
The planner (timeline & calendar)

With the awork planner you can plan the tasks and workload of your team in the timeline or calendar view

Lucas Bauche avatar
Written by Lucas Bauche
Updated over a week ago

Bring the coordination of your projects, the task and your team together with the awork planner. It allows you to plan the work for the coming days, weeks and months in detail or just roughly, taking into account the capacities and availabilities of your team.

The best thing to do is to watch our video as an intro to the planner πŸ‘‡

The Timeline View

Project overview

The first view in the planner is the timeline view. Here you see an overview of all projects that have been scheduled (i.e. have a start & end date).

By clicking on a project, the task timeline of the project opens in the same view.

The button in the upper left corner above the timeline will take you back to the project overview.

If you are in the project overview, all projects are always displayed here. You can use the Select Projects button to select a filter or team if you only want certain projects to be displayed. The view remembers what you last selected here.

Via click & drag you can create new projects in the project timeline and the start & end date will be preselected according to your selection.

The Task Timeline

The task timeline has the same functions as the timeline you already know from the projects.

In the following article you will find a detailed description of how the Task Timeline works: Project Planning in the Timeline

The Workload View

At the bottom of the timeline you will find the Workload section. You can always view it additionally or maximized in the planner, if you want to have an overview of the availabilities of your users when planning projects or tasks.

☝️Hint: The workload in the planner view can be dragged larger and smaller with the mouse. This gives you either a larger overview of the workload or of the timeline.

Here you can find a detailed description of how to work with the workload view: Workload overview

The calendar view

In the calendar view you can switch between the calendars of the selected users and schedule tasks from the sidebar.

If calendars have been integrated, the appointments will be displayed as well.

Schedule, unschedule or move tasks

Tasks can be dragged and dropped into the calendar to schedule them. In the calendar you can then move, reduce, enlarge, duplicate or remove the tasks from the calendar.

Scheduled tasks that do not have a planned effort automatically disappear from the list (see next section). Tasks that have a planned effort can be dragged to the calendar several times until the sum of hours of the planned effort is reached.

☝️ Important: If a task is completely scheduled according to the planned effort and the planned tasks are hidden, this task disappears from the list. However, it is possible to overbook a task, for example, to schedule it for 3 hours, although the planned effort is only 2 hours.

You can see by the small number in the planned effort how many times this task has already been scheduled in the calendar.

Unscheduled tasks with Due date

For tasks that have not yet been or only partially scheduled, a red number will be displayed on the calendar on the day the task is due. This indicates how many tasks are due today but have not yet been (fully) scheduled.

☝️Hint: Only tasks that have not yet been scheduled or are not yet fully scheduled are included. This means that tasks that you have partially scheduled will also be included here.

The task sidebar

The task sidebar can be displayed at any time on the left side of the planner. Here you can quickly and easily navigate to the tasks you want to schedule.

There are three standard filters:

  • New: Tasks assigned to you or created for you within the last 7 days.

  • My: All tasks assigned to you (private & from projects).

  • Private: Your private tasks

Below that is the list of your currently running projects.

The last section is your task filters, which you can also view and edit in the main menu item Tasks.

By clicking on one of these areas, the tasks will be loaded accordingly. The arrow in the upper left corner will take you back to the overview.

Show completed tasks

Completed tasks are initially hidden, since they usually do not need to be scheduled anymore. Via the icon with the two checkmarks you can display them in the list at any time.

Show already scheduled tasks

Already scheduled tasks are automatically hidden in the list. By clicking the icon with the checkbox in the calendar you can display the hidden (already scheduled) tasks in the list again. You can recognize them by the purple checkbox in the list.

"Scheduled" in the calendar means that they have been dragged into the calendar to the extent of their planned effort.

"Scheduled" in the Timeline view means that the tasks have start & end dates and are therefore already visible in the Timeline.

Grouping, sorting and searching the task list

The list of tasks can be grouped, sorted and searched using the icons above the list.

However, this only works for the filters. If you open a project in the sidebar, it is grouped and sorted into the lists by default, just like you know it from the project itself.

Frequently asked questions

Can I open a project in the planner?

If you go to Tasks > Timeline in a project, you can jump directly to the planner via the planner button in the upper right corner. The project and the project members are immediately preselected.

Can I adjust my weekly availability in the Planner?

Yes! You can change your weekly working hours not only via your account settings, but also directly in the Planner in the Workload View. Simply click the total of your working hours and change your working hours to the desired number.

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