Creating & Using Schedule Templates
Schedule Templates can be a huge time saver - whether your workflow begins with a Schedule, or adds one to an existing Estimate/ Job. There is no limit to the number of templates you can create and store, or the amount of information they include. Make your templates as rough outlines to flesh out when work comes in, or really detailed to keep similar jobs on the right track.
Please review this article to learn how to easily create your own Schedule Templates.
Create a Template from Scratch
If there is not a Schedule in your system at the moment that would serve as a good basis for a template, you can create one from scratch. Begin by hovering over the Schedules module in the main navigation bar, and choosing Add Schedule. You may see the names of Companies you have worked with recently, but for this example, just click 'Add Schedule' itself.
You will land on the Add Schedule page. Required fields are marked in blue.
Give the Schedule a Title and Description. Choose your Office if you have more than one. Leave the Company and Project fields empty. Click Submit when ready.
Your Schedule Template has now been created, and you will land on the Grid View of the Schedule tab. You can now start adding content in the way of Task Groups, and Tasks.
Clicking 'New Group' will create both a Task Group and a Task within the group.
Clicking the 'New Task' button will add a Task into the body of the Schedule. Because this Task is stand alone, and not part of a group, it's been organized under the 'Ungrouped Tasks' heading.
Use the "+" icon at any level to quickly add another Task Group or Tasks, And from the down-arrow menu you can take more actions including adding or copying the Task or Task Group.
Use your mouse or tab key to move through the fields associated to each task row. There is no requirement to fill in all the available fields - fill in as much as you know, or as much that you and your team find of value.
- Tags & Description: Tags are a nifty way to mark Tasks in any way you see fit - see more information on Tags in the next step. Descriptions can be added to the Task Group, or Task. Enter as much information as you think needed. You'll want your staff members to understand what you're asking them to do when they see this Task as assigned to them on their Dashboard.
- Service: Click here for a dropdown menu of all the active Internal Services in your system. This will be the time-trackable service bucket to which time tracked on this Task will go.
- To: Click here to assign this Task to a person on your team or their role.
- Start: The calendar date and time you want the assignee to begin working on this Task.
- Due: The calendar date and time you need the assignee to be finishing working on this Task.
- Status: You will have 5 options here - Draft, Assigned, In Progress, Completed, Confirmed or Cancelled. Note that you will not be able to pick any status other that Draft if this Task does not have an assignee.
- PCT: This field refers to the percent complete-ness of the Task. This needs to be selected manually, and is not affected by time tracked compared to time estimated to complete the Task.
- Estimated: The amount of time you think it should task someone to complete this Task.
- Actuals: This field will populate once time is tracked to the Task.
- Priority: Click here to mark this Task as being more or less important than others. You can control the options here via Admin > List Maintenance.
- Milestone: Another way to mark this Task. You can control the options here via Admin > List Maintenance. The milestone, combined with the due date is what shows on the Production Report, which is available from the Job list view page.
- Client Visibility: Although not super pertinent for the sake of template building, this is the way in which you would toggle rows as visible or not visible to your Client Portal users.
Should you want to make sweeping changes to many fields at once, pop into the Old Edit View. Here, you'll be able to work with a spreadsheet-like version of your Schedule. Select all or some rows along the left, then make changes within the top "Batch" row.
Be certain to save your changes before navigating away. The save button is located in the bottom right of the page.
To learn more about bulk editing Schedules, please review this article: Bulk Editing your Schedule
Gantt View & Task Dependencies
Any Schedule you create in your system can be accessed as a Gantt via the Gantt View tab. On this view you can see your Task Groups and Tasks represented by horizontal blocks across weeks of time, toggle between a monthly and weekly view, drag and drop to change start and due dates, and add and remove task dependencies.
Learn more about using Task Dependencies here: Create & Manage Task Dependencies
Convert the New Schedule into a Template
When you are done building out your content, click the Action button and choose Convert to Template.
A pop up will give you a few options - because you can make a template from a new scratch-made Schedule, or based on a Schedule you create for a client, you will see the option to Convert a Copy. Because we have made this schedule specifically to be a template, we can pick" Yes, Convert Schedule to Template."
Our Schedule Template and its Template Tasks are now saved. Continue editing the Schedule as needed, or navigate away and come back later.
This Template will now appear in the Template dropdown menu, seen when adding a new Schedule, or when connecting a Schedule to an Estimate or Job.
Turn a Current Schedule into a Template
If you have a schedule in your system that is already great, (or close to great), you can convert it to a template to use again and again.
Begin by finding that schedule in your system. You may find this easier to do from the Schedules module, or via the Job, or Company. Once you are on the Schedule page, again choose the Action button, and Convert to Template.
Because this Schedule is associated to an Estimate/ Job, the system will only offer the option to Convert a Copy of this Schedule to a Template. Click Convert a Copy.
If you have a Schedule in your system that is not associated to any Estimate/ Job, and you choose the Convert to Template button, you will see the option to Convert a Copy, or Convert Schedule to Template. In this scenario, we'd recommend you choose to Convert a Copy.
If your workflow starts with the creation of a Schedule, you will see all your the Templates as selectable from the Add Schedule page.
If your workflow starts with the Estimate, you will see Templates when you choose to add a Schedule from the Estimate or Job levels.