Work schedules

Work schedules make it easy to track days off at your studio so that your schedule is accurate. Just define which days are working days, and which are non-working days. Then, when you schedule a Task that overlaps with a day marked as “off,” the end date adjusts to accommodate the work day rule.

The three types of work schedules

When you go to the Work Schedules page, under the Settings menu, you'll see a two-pane layout, shown below. The highlighted work schedule in the left pane shows you which work schedule is currently being displayed in the right pane.

Work schedules

Default

This work schedule applies globally to all Projects and is appropriate for defining a standard work week, as well as studio-wide holidays. For example, you can establish a five-day work week as the global default and mark your studio-wide observed holidays.

Projects

Every project can have its own work schedule. You don't have to configure project work schedules if you don't need project-specific scheduling. The idea here is to give you the ability to have a project's scheduling override the default work schedule if necessary. For example, if certain projects had unique scheduling constraints (e.g., three-day work weeks), you could make those into project specific work schedules.

People

People can have their own work schedules. These are great for specifying in very granular detail how individual working time and observed holidays affect scheduling. You have the ability to specify individual work schedules for any user in the system. For example, you could schedule one person to work during a company holiday while others have the time off (though we hope that never happens).

Example: Configuring the default work schedule

This example shows how to establish a default work week, as well as studio holidays.

Step 1: Set the normal work week

In the Normal Work Week tab, we'll configure the default work week by checking the days we'd like to count as working days. Because we're configuring the default work schedule, this setting applies globally for all Tasks in all Projects.

Work week

To create the normal work week:

  1. Go to the Settings > Work Schedules page.
  2. Make sure that the Default work schedule is selected and highlighted blue in the left pane.
  3. In the Normal Work Week tab, check the checkbox for each day that represents a working day.
  4. Click "Save Changes."

Step 2: Set up a holiday

Set holidays by creating exceptions. An exception is basically a rule that contradicts the normal work week. For example, mark Monday, May 29, 2017 as a studio holiday for the Default work schedule. This affects all schedules, unless overridden by more specific work schedules—Project or individual.

Work exceptions

To create the exception:

  1. Go to the Settings > Work Schedules page.
  2. Make sure that the Default work schedule is selected and highlighted blue in the left pane.
  3. Select the Exceptions tab.
  4. Use the calendar widget on the left to locate and select the week of May 29 (the week will be highlighted in blue once it is chosen).
  5. Pick the individual date of May 29 to the right (highlighted in blue).
  6. Select the "Not Working" radio button.
  7. Fill in the description.
  8. Click "Create Exceptions."
  9. Click "Save Changes."
  10. Choose how you would like existing Tasks to be updated and then click "Update"

Update work schedule

How does this affect Tasks and Scheduling?

When Tasks overlap with a Not Working day in the Gantt pane, the bars flow around the day off, and days off appear grey. Notice that the tasks that overlap May 29, 2017 are colored grey on those dates. Hovering over that particular day shows the text for the Not Working exception in the tooltip. Double-click the day to edit the work schedule.

Off day

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