Last updated on May 11th, 2023
Scheduling workers (employees and contractors) against tasks in Gojee is ideal for helping you plan your jobs, optimize your workers day and improve the efficiency of your business.
You can schedule your workers either against billable job tasks, or non-billable job tasks (i.e. internal tasks not charged to a customer for example).
If you’d prefer not to use proactive scheduling, you can also simply track time for your workers without scheduling tasks. Refer to Time Tracking for more information.
Scheduling workers onto a job means that when time is tracked for the job it will be allocated as a cost for the job.
To schedule workers against jobs in Gojee the following are required:
To schedule your workers onto jobs, the following steps are required:
Scheduling workers onto a non-job tasks (also referred to as non billable tasks) mean that when time is tracked for the task, it will not be allocated as a cost for a job. The time will still be allocated to the timesheets of the workers.
To get started, you can either navigate to Planning > Staff Schedule from the top menu, or from the dashboard click on HR Management, then select “View All Scheduled Jobs”. You will be directed to job scheduler page:
All users can navigate to their My Work > Active Jobs page to see a list of the tasks they have been assigned in an agenda type view:
Job managers can also view the list of tasks scheduled for all workers at once on the staff schedule page.
Users with role Customer Job Manager or above can navigate to HR Management from the dashboard, and select “View all Scheduled Jobs” button. This will show users all the scheduled tasks across all workers, and can be shown in a daily, weekly or monthly view:
Note: You can click on any of the scheduled tasks to review the details:
Once you’re on the staff scheduler page, there is a rich set of features to help you optimise the allocation of your workers, and to get a real time view of how your jobs are tracking.
The features on this page are described below:
Use this filter to show only tasks that are for the selected profession chosen from the dropdown.
This toggle allows you to compare the estimated or scheduled hours to the actual times captured for the tasks. There are three different views available, including a joint view and an individual view for each. Examples of these options are provided below:
View 1: Both scheduled and actual tasks
View 2: Scheduled tasks only
This is not actual time, its the planned time for when the task is scheduled.
View 3: Actual tasks only
These are actual time records tracked or entered for a worker.
In addition to the features on the Staff Scheduler page, there are also styles and formatting applied to help you quickly differentiate tasks and their status. These styles and formats are explained below.
All tasks for the same job will have the same colour on the scheduler
Tasks flashing green and with shading: These are Active jobs (i.e. a timer is running against them)
Task flashing red: Overdue (i.e. the task was scheduled to have already started, but it hasn’t started)
Task washed out and with shading (the task on row one in this image): Task has had time tracked against it and is marked as complete
Task not washed out but with shading (the task on row two in this image): This indicates that the task has had time tracked against it, but its not marked as complete yet.
$ icon is green: The running timer is for a billable job:
To track a task as billable, simply select the “Start” option from the modal to start the timer for the task.
$ icon is red: The running timer is for a non-billable activity
To track a task as non-billable, select the “Track Downtime” option from the modal to start the timer for the task.
$ icon is grey: The running timer is assigned to a break time.
To track a task as break, select the “Track Break” option from the modal:
The Calendar Icon is used to represent the status of the Time Clock on the Staff Scheduler page