Schedule a project

How to schedule a project

Nicole avatar
Written by Nicole
Updated over a week ago

๐ŸŽฌ Before you start...

Before scheduling a new project on the Project Planner, make sure you have the following set up:

If you need help setting up your account, head to the respective help docs linked above or contact us - we're happy to help! :)ย 

๐Ÿ’ฐ Create a Budget for Your Project (optional)

Before planning your project, think about what roles and people are required to complete the project. Also think about the duration of your project and how many hours you will need per role.ย 

Then head over to your project and create a project budget.ย 

This step is optional, but scheduling will be a lot easier when you know how many hours you have available to work with.

View the Project Dashboard in Hours or Days to see how many hours your budget covers for each role.

In the above example, we have set-up a project where we estimated that we need 300h of project management, 100h of UI Design and 500h of UX Design.

๐Ÿ—“๏ธ Build out Your Project Schedule

Let's head over to the Planner to create a plan for the project.ย 

1. View your project's budgetย (if you created one)

Find your project on the Project Planner. The amount of hours available for each role is displayed. Hover over the project icon to see your overall budget in financial terms.ย 

The ring around the icon will automatically update as you add assignments. This will indicate your total project budget and how many hours you have available to "fill" as you plan out your project.ย 

2. Add Project Phases

  • Create phases to divide up your project into different parts. Hover over the Phases row and click-and-drag, or click and select the calendar view to choose start and end dates for your phases.

3. Assign people or placeholders to work on your project

๐Ÿ™‹โ€โ™‚๏ธ Assign People to your Project

If you have a specific person in mind to work on your project, you can directly add them to the project.

  • On the Project Planner, expand the project you want to create a schedule for

  • Click Add Person or Placeholder

  • Find the person you want to schedule on the list

  • Pro-tip! You can multi-select to add several people at the same time

๐Ÿคจ What if I don't know yet who'll be working on the project?

If you are just planning things out without having a specific person in mind, or you know nobody is available for the job, you can add a placeholder and schedule work to the placeholder first.

  • On the Project Planner, expand the project you want to create a schedule for

  • Click Add Person or Placeholder

  • Select the Role from the drop-down menu and click Add Selected

4. Add assignments

  • Add assignments by clicking and dragging on the project timeline. You can also add assignments spanning specific dates in the calendar view. Refer to Managing Assignments for a detailed how-to.

  • Pro tip: You can create repeating assignments.

  • Continue to add assignments as needed. As you schedule your project, keep checking the hours you assigned against what you budgeted so you don't over-allocate.ย 

Still have questions? We're happy to help!

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