Crew Planning (beta)

Last updated on April 7, 2016

Please note: The Crew Planning app is still in beta, and we do not currently have a timeline for bringing this app out of beta.

What is the Crew Planning app?

The Crew Planning app is designed to answer one of the most common questions we hear: How do I find out who's got a gap in their schedule?

The app lets you visualize which projects each person is working on, when they run out of work, and who's on vacation. Watch the video demo:

 

Enabling the app

You can enable or disable the Crew Planning App using the Admin Apps option, in the Apps menu.

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How to use the app

The app allows you to sort by by different things, including availability so that you can see who's available to take more work for a given time period. You can use search to narrow results to just one project or just one team, and to quickly create or adjust bookings.

Select a date range, and see how people are allocated:

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The project bookings in the app won't affect your schedule, so Tasks won't move or disappear if you move a project booking; it just gives you a high-level view of your resource allocations.

How to make new Bookings

Simply click and drag the duration of the Booking on the timeline to define a new Booking. Alternatively, you can double-click on the timeline and enter the dates manually.

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You can also select a group of people and right-click to add multiple bookings at once.

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Please note that making a new Booking automatically assigns that person to the Project and removing their Booking will remove them from a Project.

How to track vacations

Tracking vacations is easy—simply add a new booking, and then select the Vacation link at the top of the booking dialogue.

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How to adjust existing Bookings

We've focused on making it lightning-fast to work with bookings.

Click and drag:
You can click and drag a booking side-to-side to adjust the dates, and use the grab handles to extend or shrink the duration of a booking. You can even drag a booking to another person, to quickly reassign it.

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Double-click:
You can double-click on any booking to edit the booking's details.

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Multi-edit:
Selecting one or more people in the left-hand column allows you to drag a collection of bookings to adjust their start and end dates, all at the same time.

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How to sort, search, and find out who's free

Sorting
We have a simplified sort menu, to allow you to quickly sort your bookings. The arrow next to the menu will toggle between ascending and descending sorts. The advanced sort is still there, tucked away in the Advanced and All Fields submenus.

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There's also a special sort function built into the Crew Planning app that lets you search by availability. Sorting by availability means that anyone with gaps in their schedule for that time period will go to the top of the list, making it easy to find people who can take on more work.

You can also quickly sort who has the most availability by clicking on a date, e.g.:

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Text Filtering
You can simply type in the search box to narrow the results to anything that matches:

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Advanced Filtering

Advanced filters let you filter your People by People or Booking fields.  Filtering by Bookings returns the list of People that have matching Bookings in the current time period. For example,to find anyone with Bookings on Big Buck Bunny, filter like this:

project_timeline_advanced_filtering.png

You can clear any Advanced Filters by right-clicking on the menu and choosing "Clear All Filters."

Importing and exporting

Under the gear menu, on the right-hand side of screen, you'll find Shotgun's usual Import and Export options. Check out our docs on importing and exporting for more information.

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How to add People and use Departments

You can add new accounts directly from the Crew Planning App:

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For each person, you can double click on their name to bring up a detail pane, showing some information about that person. You can configure which fields are visible in this pop-up:

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You can add new fields from the People page.

Departments

Each person can be assigned to a department. Departments are Global. This is useful for searching for specific teams, and for color-coding the project booking bars to make it easier to visualize resource allocations. You can set a person's department in the detail pop-up, or on the People page.

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You can select which color to use for Departments by selecting the "Manage Department..." option from the gear menu, to the right of the Color menu.

Navigation

We designed the navigation to help you jump to the date range you want to schedule quickly. Just like a calendar, you have options to view by week, month, 6 months, or year. Clicking one of these options will scale the timeline and fill the entire screen. You can use arrows to move backward or forward in time to access information that may be offscreen.

project_timeline_date_range.png

You can also view the timeline by a custom date range by clicking Custom.

If you're sorted by "Availability," we won't reorder your Projects when moving between date ranges in case you're just trying to get more information on the page. If you want to re-sort your Projects, go to the Sort menu and choose "Scheduled during this time period."

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You can also extend or shrink the row height for your People if you want to get a birds-eye view of all the people at the studio or just focus on one.

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How to add the Crew Planning app to the project navigation bar

If you'd like your team to see who's working on the project you can add a Crew Planning view into the Project Navigation bar.

Choose Configure from the Nav menu, on the right-hand side of the Project Navigation Bar:

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This will take you to Configure Mode and let you drag new landing pages into the Project Navigation Bar. Just drag the Crew Planning App into the bar and you'll share booking information with the whole team.

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Admin and display options, API Access

You can choose to color-code bookings in different ways using the Color menu, to help make it easier to find what you're looking for.

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You can select colors for Departments and Projects by selecting the "Manage..." options from the gear menu, to the right of the Color menu.

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The individual crew-to-project bookings are stored in the Booking entity. You can make list pages showing Booking records to add fields or quickly look through lists of information. You can also access the Booking records via the API.

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16 Comments

  • 0
    Avatar
    Nick King

    Hi - this App is very exciting. Early days, but exciting nonetheless.

    A few things that jump out as things I'd really like to be able to do but don't seem to be able to just yet:

    • manipulate (filter, reorder etc) and save the layout of the Crew App and in project Crew pages. For eg. it'd be nice to be able to set up discrete tabs for different locations and save those layouts, rather than sorting by location and scrolling through the whole crew etc.
    • being able to view within a project's schedule view the period an artist is assigned to that crew, either as an additional task bar on a gantt chart or what-have-you - maybe also to have a flag/warning for when individual task assignments on one project or another is in conflict with an artist's overall assignment to a project.

    Those are just the first 2 things that I've wanted to do but couldn't. Am sure there'll be more.

    Cheers

  • 0
    Avatar
    Laura Schultz

    Looks awesome, and we're planning around with it. The first thing I'm noticing is that there are limited options for filtering who is on the list -  we have lots of freelancers who come and go, some of whom we do not want to make into active shotgun users. 

  • 0
    Avatar
    Ran Sariel

    is there a way to add more fields. to the assignment, - in our case the producer would like schedule users to a shot, (or asset) so she can see conflicts within shots timeline

    Cheers

  • 0
    Avatar
    Jan Hyldebrandt-Larsen

    Looks great. I would be nice to filter out all the disabled users.

  • 0
    Avatar
    Alexandr Sknarin

    Doesn't work for me.

    I'm pushing "Launch App" button then it only shows "loading" process

  • 0
    Avatar
    Ben Hadden

    @Alexandr, can you email us at support@shotgunsoftware.com and we'll help you get sorted?

    @all, we're rounding the corner on 4.2 and have some exciting new things coming.  Here's a sneak peak (we're definitely going to address filtering your People)

    crew_planning_0.2.png

  • 0
    Avatar
    Rodrigo Rodriguez

    Hi

    Changes on the Booking entity are recorded in the event log?

  • 0
    Avatar
    Ben Hadden

    Hi Rodrigo, yes, they should be.  If you're not seeing this, please email support@shotgunsoftware.com and we'll take a look at your site.

  • 0
    Avatar
    Rebekah Ross

    Hi

    Is there anyway you can see a gantt containing tasks for multiple projects and then overlay the crew schedule on that?

    Can the project timeline app display crew schedule?

  • 0
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    Ben Hadden

    Hi Rebekah, right now you can only show Crew Planning information over Tasks in one project, so not multiple projects. And within Crew Planning, you can't show Tasks (yet!), but it's something we're considering for a future iteration. Can you tell me a little more about how you'd like to do that? Are you the kind of person at the studio that's managing lots of artists' schedules and needing to see all that info in one place? I'd love to hear more.

  • 0
    Avatar
    Zhy

    Hi

    It will be great if Crew Planning can show the data from tasks table, that will reduce duplicate work in managing artists' schedules and the PL/TL could clearly understand what artists are doing.

    Zhy

  • 0
    Avatar
    Daniel Harkness

    I'm liking the crew planning app too and it would be a great way to get an overall view of what is happening in the studio. I feel like many here in the comments that the data here in the app is entirely separate from the data within shotgun.

  • 0
    Avatar
    Daniel Harkness

    Feature Request: Get the sorting to stick between loads of the page (we like to sort by department)

  • 0
    Avatar
    Daniel Harkness

    Bug: Work Schedule exceptions (non working day public holidays) aren't appearing in crew planning app.

  • 0
    Avatar
    Daniel Harkness

    How do I get the crew books to apear in a gaant chart? The Display->Phases and Milestones from the project planner is working. Display->Bookings and Vacations doesn't display anything. Is this a future feature or can it be made to work today?

     

    Thanks

     

    Dan

  • 0
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    Sebastien Moreau

    When can we expect a new version of the crew planning app?

    It's been a while since we got anything new here.

    Thanks

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