Schedules
Schedules enable employees to organize their work days in advance and to plan their calendars. For example, consultants can use schedules to organize their weeks depending on their customers or developers can plan their maintenance days in advance to better organize their week. Schedules make it possible to view the tasks planned for one or multiple projects or can be used to check an employee's workload.
Employees can modify their schedules at any time until they are transferred into timesheets. This way, a schedule block can be converted into a time block and the employee does not need to enter this time separately.
Schedules can be managed from two menus in the Employee module:
- the Timesheets & schedules menu, which displays schedules in a calendar;
- the Activity overview menu, which displays schedules as a detailed table.
The timesheets are managed in the same way than the schedules. However, time blocks represent blocks of working time that the employee has actually done whereas schedules are used to plan the work days of an employee in advance.

Schedules can be created:
From an empty schedule block
1 | From the Timesheets & schedules or Activity overview menus, display the desired day: |
- Click on Today to display today's date directly, or on the arrows to navigate to the desired day.
- Select the Month, Week or Day display. For the month display in the calendar, schedules cannot be created directly for a specific day because the
icon is not displayed.
2 | Click on |
The schedule window opens.
3 | In the schedule window, make sure the Schedule tab is selected, then fill in the following fields for the planned work: |
Field | Description |
---|---|
|
The date is determined by default depending on the method used:
If needed, click on the field to display a calendar and modify the date specified. |
|
Select the schedule block's position in the day from the drop-down list. The work day is divided in quarters. For example, if you select First quarter of the day, the schedule block will be positioned at the beginning of the day. |
|
Fill in the first letters of the desired customer. The help list is displayed automatically with the relevant customers. Select the desired customer from the help list. |
|
Select the project from the help list. If the selected customer only has one project, it is filled in automatically. If the DMFs 190110 to 190118 are active, click on |
Phase | Select the phase from the help list. If the selected project only has one phase, it is filled in automatically. |
Sub-phase | Select the sub-phase from the help list. If the selected phase only has one sub-phase, it is filled in automatically. |
Task |
Select the task from the help list. If the selected phase only has one task, it is filled in automatically. Click on
|
|
Select the action from the help list. |
|
To fill in the duration, enter a value in the field or click on the wheel to select the desired duration. It is possible to fill in a duration from 0.25 to 1 day. |
|
Fill in the location. |
|
Enter a comment to give more details about the planned work. |
|
Enter an additional description for the schedule block. |
4 | Click on Validate. |
A red-colored block is created in the calendar for the date specified. This block is the schedule specified. The schedule is also displayed as a line in the Activity overview menu.
By duplicating an existing schedule
An existing schedule block can be duplicated to quickly create a new schedule.
There are two ways to duplicate a schedule block from the Timesheets & schedules menu:
- Select a schedule block while pressing the CTRL key, then move the block to the desired day.
- Click on the block to open the Schedule toolbar then click on
. Modify the desired information in the schedule window then click Validate to create the new schedule block.
From the Activity overview menu, click on in the Actions column for the line to be duplicated, then click on
. Modify the desired information in the schedule window then click Validate to create the new schedule line.

From the Timesheets & schedules menu
To modify a schedule block, click on it to open the Schedule toolbar then click on .
If you want to move a block from one day to another, drag and drop the block to the desired day.
If you want to quickly modify the duration of a block, select the upper or lower border of the block, then move the cursor towards the top or the bottom. The duration is directly modified.
To validate a schedule block or cancel its validation, click on the block to open the Schedule toolbar then click on . Validating a schedule enables employees to differentiate the scheduled work that is validated from the one that is not. A validated schedule block can no longer be modified.
From the Activity overview menu
To modify a schedule line, click on for the desired line.
To validate a schedule line or cancel its validation, click on in the Actions column for the line then click on
. Validating a schedule enables employees to differentiate the scheduled work that is validated from the one that is not. A validated schedule line can no longer be modified.

To publish a schedule, you must previously set up report templates for expense reports.
1 | From the Timesheets & schedules or Activity overview menus, open the right panel. |
2 | Click on Publish schedule in the Actions section. |
3 | Depending on the setup, the Publishing setup window can open. Fill in the fields then click Download. |
The schedule is printed and saved on your computer.

Schedules can be transferred into timesheets so that all the information is retrieved without having to manually add it to the timesheets. Depending on the daily contractual period, the schedule is converted from percentage to hours and minutes.
Schedule block
From the Timesheets & schedules menu, click on the block to open the Schedule toolbar, then click on . The schedule block is converted into a time block.
From the Activity overview menu, click on in the Actions column for the line to be transferred, then click on
. The schedule line is converted into a time line.
Entire week
It is also possible to transfer the schedules of an entire week into a timesheet.
1 | From the Timesheets & schedules or Activity overview menus, display the desired week (Week display). |
2 | From the Actions section of the right panel, click Transfer schedules into timesheet. |
3 | Click on Validate. |
All the week's schedules are transferred into the timesheet.

The Activity overview menu displays timesheets and schedules as a detailed table. This menu enables employees to quickly see the timesheets and schedules added for the month, the week or the day, mainly if an employee has a lot of different lines.
The features available from the Timesheets & schedules menu can also be found in the Activity overview menu. The following features are also available using the three icons available at the bottom of the Activity overview screen:
-
: Export the table of time and schedule lines in Excel format. The export matches the date displayed on the screen and the selected Month / Week / Day display.
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: Manage the columns displayed in the table and how they are ordered.
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: Update the table.

Important
Deleting a schedule cannot be reversed.
Note
Validated schedules cannot be deleted.
From the Timesheets & schedules menu, click on the block to open the Schedule toolbar, then click on and confirm the deletion.
From the Activity overview menu, click on in the Actions column for the schedule line, then click on
and confirm the deletion.