The Planner

The Planner brings project coordination, tasks, and your team together in one place. You plan work along a timeline - keeping an eye on capacity and availability - for the next days, weeks, and months.

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Key benefits and use cases

• See projects on a timeline (including start and end dates)

• Move work with drag and drop and quickly reschedule

• Check team workload in the user view (Workload)

• Find planning risks with the planner checklist (e.g. deadlines, absences, overbooking)

• Schedule tasks quickly via the tasks sidebar (including filters)

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How to use the planner

Opening the planner

• Select the planner directly from the main menu on the left (Workspace section)
• Or open a project's timeline, click the action button in the top right > Open in Planner

Choose between the Projects or User view at the top center.

The project timeline

In the Projects section, you work with projects and their timeline.

• Project list on the left and timeline on the right (only visible if start and end dates are set)

• Search, filter, sort, and group as well as show and hide project columns (The view remembers what you last selected in the filter.)

• Open a project to see the tasks timeline or project users and workload. To return to the project overview, close the selected project at the top center by clicking Close.

• Switch to project details (you'll leave the planner)

• Move a project in the timeline via drag and drop to the desired date. Select the number of days to shift (the value can also be negative) and enable the following options as needed:

  • Move tasks
  • Ignore completed tasks
  • Move bookings
  • Move milestones

The user view (Workload)

In the User section, you see the workload of users in your selected filter and get an overview of your team's capacity.

• Without a filter, only your own user is displayed

• Within a project, only users who have been added to the project are displayed

Find more details here: Workload overview

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Planner checklist

The planner checklist supports you in the planning process. When generated, awork automatically searches through your data for items you should check, for example upcoming project and task deadlines, milestones, absences, and overboooked users.

1. Select the checklist in the top right

2. Open settings in the top right via the gear icon

3. Set the time period (e.g. the next 7 days) and optionally task filters

4. Click Generate

5. Click on an entry to jump directly to the corresponding spot in the timeline

Projects and users are searched using the same filters you've set in the planner views.

Checked items remain as long as you generate the checklist again for the same time period. If the time period is outdated, a new list is generated.

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Tasks sidebar

You can display the tasks sidebar in the planner in the user view (for a project or in the main view) on the left edge. It's divided into 3 sections:

1. the standard filters

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

• Mine: All tasks assigned to you (private and from projects)

• Private: Your private tasks

2. the list of your currently active projects
3. your task filters

Click on a section (standard filters, project, or task filters) to load tasks

Use the arrow in the top left to return to the overview.

Show completed tasks

Completed tasks are initially hidden. You can display them in the list anytime using the icon with double checkmarks.

Show already scheduled tasks

Already scheduled tasks are automatically hidden. You can display them again using the calendar icon with a checkmark (tooltip Show scheduled).

You can identify fully scheduled tasks by the purple checkbox in the list.

Group, sort, and search the tasks list

You can group, sort, and search the tasks list using the icons above the list.

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Check availability

1. Mark a time period in the workload view of a user

2. Select the Check availability action

3. See the availability of the displayed people as a bar

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FAQ

Can I adjust my weekly working hours in the planner?

Yes. You can change your own weekly working hours via your account settings or directly in the planner in the workload view with the appropriate permissions, adjust a user's capacity. To do this, click on the displayed total working hours and adjust the hours. The holiday region can also be adjusted here.

Why do I only see myself in the user view?

If no filter is set, the user view only shows your own user.

Does the planner checklist apply to my entire team?

No. The checklist is individual to each user, applies only to you, and is based on your own filters.