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# 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.

Creating schedules

Schedules can be created:

- From an empty schedule block ;
- By duplicating an existing schedule.

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 in the calendar to find the desired day or click on New in the Actions section of the right panel.

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 you clicked on for a specific day, this day will be filled in. If you clicked on New, the day filled in will be the first day of the month, of the week or even the relevant day, depending on the selected display (Month, Week or Day). If needed, click on the field to display a calendar and modify the date specified. Note The PLG_HORODATE management rule enables you to enter timestamped schedules. If this rule is active, you will have to fill in the start and end date and time for each scheduled item.
| 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. Note This field is hidden if the PLG_HORODATE management rule is active.
Online meeting | When the box is checked, the scheduled item is supposed to happen remotely, using a videoconferencing tool. This option is used to transfer an online meeting into an Outlook calendar with the PlanningExchange batch. Reference For more information about the PlanningExchange batch, refer to the Advanced Setup Guide.
Full day | Note This field is only displayed if the PLG_HORODATE management rule is activated. Check the Full day option if you want the item to be scheduled in full days. The start and end dates of the item can still be filled in, but the start and end time are hidden. In this case: Check Ends at noon if you want to schedule an item that ends at noon for more than one day. Check Starts on the afternoon if you want to schedule an item that starts in the early afternoon for more than one day. Examples You want to schedule an item on Monday 25: you schedule it from the 25th to the 25th and check Full day. The created item is scheduled for 1 day. You want to schedule 2 days and a half, from Monday 25 to Wednesday 27: you schedule it from the 25th to the 27th and check Full day. If you check Ends at noon, the item will be scheduled from Monday morning to Wednesday noon. The created item is scheduled for 2 days and a half. If you check Starts on the afternoon, the item will be scheduled from Monday, in the early afternoon, to Wednesday evening. The created item is scheduled for 2 days and a half. If you check both Starts on the afternoon and Ends at noon, the item will be scheduled from Monday, early in the afternoon, to Wednesday noon. The item created is scheduled for 2 days.
| 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 to define the filter to be applied on projects. When a filter is applied, the icon becomes .
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 to open a window that includes the following information for the selected task, phase, sub-phase and project: Cost: read on the item Timesheet: sum of all the time spent on the item Scheduled: sum of all the schedules on the item Difference = Cost - Timesheet - Scheduled
| 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. Note This field is hidden if the PLG_HORODATE management rule is active.
| 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.

Modifying schedules
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.

Note

If the PLG_HORODATE management rule is active, the duration cannot be modified by selecting the upper or lower border.

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.

Publishing schedules

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.

Transferring schedules into timesheets

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.

Showing the list of schedules

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.
- : Manage the columns displayed in the table and how they are ordered.
- : Update the table.

Deleting schedules

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.