To add a schedule, navigate to the Manage Work page and click “Workload View.” You can view your technicians’ total capacity broken down per person, per day one week at a time.

From the “Workload View” page, click on a user's name.

In the new window, on the “Schedules” tab, click "Add Schedule."

Add a schedule name.
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Then, click "None Selected" and add an assignment. You can add the desired user, or you can also add multiple users or a team. Then, click "Select."

Add a start date for this schedule. If the schedule has an end date, you can add that as well. If not, leave the end date blank.
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Add the desired schedule using the days of the week checkboxes and hours.

If it's a rotating schedule, click the Enable Rotation Pattern toggle to turn it on and fill in the amount of weeks on and off.

Lastly, click “Create Schedule."

(Note: when multiple schedules are created and active with overlapping dates, the schedule listed first—the most recently created—will be prioritized over the other schedules.)

To disable a schedule, click the pencil icon on a schedule. At the top, in the Status section, click the Active toggle to make it inactive.

Repeat this process as needed for the rest of your team.

Click on a user’s name, then select the “Exceptions” tab > “Add Exception.”

Add a title, such as “PTO.” Then add the date(s) that the exception, or time off, will take place on.

Fill in the amount of time the user will be available during that time period.

For example, if a technician is taking off 3 hours of their usual 8-hour workday, type “5” as the number of hours they will still be available that day. (If they're taking off the entire day, type "0.")

Optionally, add notes and then click “Save Changes.”

Once you add all exceptions for that user, click “Exit” to view the reflected changes on the main schedule.

Repeat this process as needed for the rest of your team.

Hover over, or click on, a task to pull up the task preview within resource planning. Then, click on the current time next to “Estimated Time.”

Edit the estimated time, then click the checkmark icon.

​​The task’s estimated time will be updated on the task and within the schedule. If it’s a PM task, the estimated time will only update on the task itself, not on the template.

(Note: for upcoming scheduled PMs, you can’t make edits until it becomes a real task. To make edits, you would need to start the upcoming task and then make updates.)

Missed work from a previous week will show the number of tasks missed (in red) below the assigned user’s name. Click on it to open a dropdown of the missed tasks.

From the list of missed tasks, drag and drop each task to a desired day of the current week.

If you overbook a user with too many tasks on a particular day, the overbooking will show as a negative amount of time (in red) left for that user.

To resolve this, drag and drop some of the assigned user’s tasks to different days or different users. Or, edit the estimated time of a task as needed.

Hover over, or click, on a task to pull up the task preview and click on the estimated time.

Then, click the smart time estimates (lightning) icon.

The smart time estimate will generate based on previously completed tasks created from the same work order or PM template.

You will be able to choose the average time estimate or the median time estimate. The median is included as an option to exclude potential outlier tasks, which may make the average much higher or lower than needed.

(Note: you need at least 3 historical related tasks for a smart time estimate to generate.)

Click "Show Details" to view the list of tasks that were used to create the smart time estimates, which includes each individual task and exactly how long each task took.

To apply your desired smart time estimate, click the checkmark next to the average or median time.

Once selected, it will show as the estimated time for that task.

Once you have all current work planned and assigned, click “AI Scheduling Suggestions” to open it in a side window.

Suggestions on how to consolidate work will appear. These suggestions are based on saving time by assigning similar tasks on the same day, similar tasks to the same user, or similarly located tasks to the same user.

After reviewing a grouped suggestion, click "Apply."
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You can only choose to use all of the suggestions in a group; there’s no way to dismiss just one suggestion within a group.

Choose carefully: once you apply the suggestion to your schedule, there’s no way to undo it.

From a custom task widget in the list view, click "Export list to Excel" > "Export Visible Columns" or "Export All Columns."

In the spreadsheet, you'll see "Scheduled Start Date" and "Scheduled End Date" columns.