New/Latest Activity

30 June 2025, 14:42

Notes provide a lightweight way to add reminders or relevant information directly onto a resource's timeline without creating a full scheduled event. They appear as small dots, keeping your main schedule clean. Notes are purely for reference and do not affect availability, scheduling logic, reports, or trigger any notifications. Hover over the dot to expand the note. Click the dot to open and edit the note and its details.




Think of Notes as a digital sticky note for your resource timelines. You might use them for things like:

Communication Log: Recording dates of client calls, emails sent, or follow-up attempts.

General Information: Any quick piece of context specific to that resource on that day that isn't a scheduled task or event.

Internal Reminders: Mark a date for a reminder related to the resource (e.g., "Check in with John about Project Y," "Remember to submit travel expenses").

Equipment Status Updates: Add a note about a piece of equipment's temporary status (e.g., "Vehicle A is low on fuel," "Laptop B charger missing").

Preparation/Follow-up Tasks: Note a quick task linked to the day's schedule but not a formal booking (e.g., "Prep materials for afternoon meeting," "Send follow-up email to client Z").

Context for a Specific Day: Provide brief context about the resource's focus or location for the day if it's not captured by the booking (e.g., "Working remotely today," "Focusing on documentation").

Resource Preferences/Needs: Add a note about a specific preference or temporary need for the resource on that day (e.g., "Needs access to specific software today," "Preference for quiet workspace").

To add a new Note click the 'Add note...' option from the add menu, or change the event type to Note next to the start date.

30 June 2025, 14:42

Adding notes and comments to a resource

6 August 2023, 19:26

For small business, effective time management is crucial for success. Small business owners often wear multiple hats, juggling various responsibilities, including managing employees, handling customer inquiries, and overseeing day-to-day operations.

One significant challenge they face is efficient scheduling, which can directly impact productivity, customer satisfaction, and overall growth. This is where scheduling software comes into play. In this comprehensive blog, we will explore the numerous benefits of scheduling software for small businesses and highlight how it can contribute to their growth and success.

1. Streamlined Employee Scheduling

Simplified Shift Management - Scheduling software streamlines the process of creating and managing employee shifts and work patterns. It allows small business owners to quickly assign work, avoid double-bookings, and maintain optimal staffing levels.

Real-Time Updates - With scheduling software, employees can receive real-time updates about their work, including changes or additions, reducing miscommunications and last-minute surprises.

Self-Service Features - Many scheduling tools offer self-service features, enabling employees to request time-off, swap shifts, and update their availability. This empowers them and reduces administrative burden.

2. Enhanced Customer Service

Availability Management - Scheduling software helps small businesses ensure adequate staffing during peak hours, guaranteeing excellent customer service and avoiding long wait times.

Appointment Booking - For service-based businesses, scheduling software enables customers to book or request appointments online, providing convenience and improving customer satisfaction.

Automated Reminders - Scheduling software can send automated reminders to customers about upcoming appointments, reducing no-shows and improving overall customer experience.

3. Time and Cost Savings

Efficient Time Management - With automated scheduling, small business owners save valuable time that can be redirected towards strategic planning and business growth.

Reduced Overtime Costs - Scheduling software helps optimize employee schedules, minimizing overtime expenses and improving cost efficiency.

Minimized Scheduling Errors - By automating the process, the risk of manual errors in scheduling is significantly reduced, preventing costly mistakes.

4. Work-Life Balance for Employees

Fair Distribution of Work - Scheduling software ensures fair distribution of work, preventing employee burnout and contributing to a healthier work-life balance.

Employee Empowerment - Self-service features in scheduling software give employees more control over their schedules, increasing job satisfaction and engagement.

5. Optimized Resource Allocation

Resource Forecasting - Scheduling software often includes forecasting capabilities that help small businesses anticipate peak periods and allocate resources accordingly.

Flexible Adjustments - When faced with unexpected changes in demand, scheduling software allows businesses to quickly adjust staff schedules to meet evolving needs.

6. Compliance and Labor Law Adherence

Overtime Management - Scheduling software can help small businesses monitor and manage employee work hours to ensure compliance with overtime regulations.

Rest Breaks and Shift Patterns - With scheduling software, businesses can enforce rest break requirements and create compliant shift patterns to avoid legal issues.

7. Integration with Payroll and HR Systems

Seamless Payroll Processing - Many scheduling software solutions integrate with payroll systems, simplifying the process of calculating employee wages based on worked hours.

HR Data Centralization - Integrating scheduling software with HR systems allows for centralized employee data, making it easier to manage personnel records and work-related information.

8. Increased Productivity and Efficiency

Reduced Administrative Tasks - Automating scheduling processes allows small business owners to focus on core operations and strategic planning, promoting business growth.

Improved Task Allocation - By matching employee skills and preferences to specific shifts, scheduling software optimizes task allocation, leading to increased productivity.

9. Real-Time Reporting and Analytics

Data-Driven Insights - Scheduling software often includes reporting and analytics features that provide valuable data on employee performance, scheduling patterns, and business trends.

Informed Decision Making - Business owners can use the insights derived from scheduling software to make data-driven decisions that drive growth and efficiency.

10. Scalability and Flexibility

Adapting to Growth - Scheduling software is scalable, accommodating the needs of small businesses as they expand and hire more employees.

Multiple Locations - For businesses with multiple locations, scheduling software centralizes scheduling management, streamlining operations across different sites.

Scheduling software has become an invaluable tool for small businesses seeking to optimize their operations, enhance employee satisfaction, and drive growth. By streamlining employee scheduling, improving customer service, saving time and costs, and ensuring compliance with labor laws, scheduling software empowers small business owners to focus on strategic goals and maximize productivity.

Additionally, the integration with payroll and HR systems, real-time reporting, and scalability features make scheduling software an essential investment for small businesses aiming to thrive in today's competitive market. Embracing scheduling software is not only a smart business move but also a catalyst for long-term success and sustainable growth.

For more information on choosing the right software read our blog on 12 Top Tips for Choosing the Right Scheduling Software.

7 August 2023, 11:33

Child resources are resource that belong to another resource (it has a parent) where the parent resource, some child resources, or all, may need to be tagged in an event. Any resource can be set as the parent of another resource. Below are some examples of a parent resource and its possible child resources.

Example 1: A customer with many contacts.

Example 2: A building with separate rooms available for booking.

Example 3: A work team with a number of staff that could be selected independently.

Example 4: A site with different areas.

Example 5: A kit with a list of recommended equipment.

For these situations you can add your new resources and under the Workflow tab you can set the parent resource they belong to. When using the resource selector, any child resources can then be seen below their parent, and also in the Resource Hub under Connections.




Under a resources Workflow tab you can choose the parent resource that it belongs to.




[subresources,child,linked,nested,nest,connections]

7 August 2023, 11:33

Create Connections with Parent/Child Resources

26 June 2025, 15:12

Resource Hub - Customer and Resource Management

25 June 2025, 09:19

Top 7 Benefits of Diary Software for Boosting Office Efficiency

26 June 2025, 09:19

Choosing and Using a Kanban Board for Scheduling

13 September 2023, 09:20

In today's demanding work environment, juggling schedules, tight deadlines, and extensive to-do lists makes effective time and task management not just important, but essential. A widely adopted and highly effective tool is the Kanban board.

Here we will explore how integrating Kanban boards into your workflow can significantly transform your daily routine, leading to a more streamlined, less stressful, and even more enjoyable way of working.

Understanding the Kanban Board Concept

Let's start by demystifying the Kanban board. Originating from Toyota in the 1940s, Kanban serves as a visual project management tool aimed at enhancing workflow efficiency.

A Kanban board comprises columns and cards. Each column symbolizes a stage within your workflow, while every card represents a specific task or item awaiting completion.

The Power of Visual Representation

One of the primary advantages of employing Kanban boards in your scheduling lies in the ability to visualize your workload. Instead of grappling with abstract lists or mental notes, you gain a clear, organized overview of your tasks.

Picture your to-do list neatly laid out before you, thoughtfully sorted by stages of progress. This simple act of visualizing your workload can instantaneously alleviate stress and overwhelm.

Striking a Balance with Work in Progress (WIP)

At the heart of Kanban methodology lies the concept of limiting work in progress. By imposing a maximum task limit for each column, you prevent overburdening and maintain a laser focus on your top priorities.

This approach can be a game-changer in scheduling, helping you steer clear of the common pitfall of attempting too much simultaneously. Remember, it's perfectly acceptable to defer additional tasks until you've cleared some from your board.

Flexibility and Adaptability

One of the reasons the Kanban method is so beloved is its inherent flexibility. Life and work seldom adheres to plans, and scheduling often needs adjustment.

With a Kanban board, seamlessly shift tasks between columns or reprioritize them as circumstances dictate. This adaptability ensures that your schedule remains relaxed, even when unexpected changes come into play.

Time Blocking and Visualization

Time blocking is a potent technique for elevating productivity, and it harmonizes seamlessly with Kanban boards. Dedicate specific time slots to task execution and utilize your board to vividly represent these blocks.

This not only aids in adhering to your schedule but also generates a sense of accomplishment as you advance cards from "To-Do" to "Done."

The Art of Prioritization

In daily work, it's easy to lose sight of the genuine priorities. Kanban boards nudge you toward prioritizing tasks by facilitating card sorting and organization based on importance.

This uncomplicated practice ensures that your scheduling endeavors remain dedicated to what truly matters, thereby reducing stress and freeing up time.

Celebrating Milestones and Progress

One frequently overlooked aspect of scheduling is the celebration of achievements. With a Kanban board, you can track your progress as cards transition from "To-Do" to "Done." Take a moment to acknowledge the successes, no matter how modest they might appear.

This positive reinforcement can fuel motivation and help you and others stay relaxed as you diligently work through the tasks.

Selecting the Ideal Kanban Tool

To embark on your Kanban scheduling journey, you'll need suitable tools. Fortunately, there is a wide range of digital Kanban board applications available, such as Schedule it, Trello, Asana, or even simple physical boards you can create. Opt for the one that aligns with your preferences, and commence simplifying your scheduling process today.



The Kanban board emerges as a versatile, user-friendly tool capable of revolutionizing your scheduling approach. Its visual appeal, adaptability, and emphasis on prioritization render it an indispensable asset for anyone striving to streamline their time and task management.

By weaving Kanban into your daily routine, you'll find yourself with more opportunities to relax and relish the truly meaningful aspects of life. So, why not embark on this journey and discover the serenity of a well-organized, stress-free schedule? Your future self will undoubtedly express gratitude for this decision!

4 December 2016, 20:12

Events with a Start and End Date : Events with a fixed Start Date and End Date only move when you change them.

Events with a Start and Duration : Events with a fixed Start Date and End Date set by a duration only move when you change them.

No Date/Undated : Events with no date (undated or unscheduled) are for information that does not have a specific date or time assigned. Use them for notes, a store of prepaid client visits, potential bookings, or finalized events that are scheduled only when needed. These not visible in any time based views but can be seen by choosing 'Undated' on the toolbar, or in the List View and the Watch List. where you can drag into your timeline. You can also filter for No Planned Date events to view them in your List View.

Rolling Tasks with a Due Date : Tasks with a Due Date. Once they pass their due date they are automatically moved/rollover to the next day if not complete.


To quickly add a new Event or Task, click any empty space in your schedule and choose to add an Event or a Task. When you have the Event/Task window open you can also change from an Event to Task or a No date booking using the drop down menu next to the date.

How to add a new Task with a Due Date?

Tasks appear just like Events, slotted in at the date and time you set them for. But unlike Events, a Task won't disappear when the day is over. Tasks have a due date, and incomplete tasks are automatically carried over to the next day until you mark them as complete. For example, if you create a task to call a client or submit a report, you'll see the task each day, in your today, until it's completed, delete it, or you move it to a future date.

To add a Task, click any day in your schedule just as you would to add an event, but choose the add a Task option.

How do I recognise Tasks from regular Events?

Tasks show with other Events in your schedule. You can identify them with the small task/todo icon.




How do I dismiss Tasks?

You just set the percent completed value to 100%.

What will happen if I don’t mark the Task as done?

If a Task isn't completed by its due date, it will be moved in your schedule to the next day.


#todo , to-do , task , list, undated, unscheduled

18 March 2022, 10:50

A Kanban board is a visual tool used to organize and track tasks. It typically consists of columns representing different stages of a workflow (e.g., "To Do," "In Progress," "Testing," "Done"). Tasks are represented by cards/events that are moved between columns as they progress through the workflow. Kanban boards encourage workflow visualization, limiting work in progress (WIP), and continuous improvement of processes.

The Kanban View allows you to see your planned tasks and events in a vertical layout. In the Kanban View a column is added for each resource/tag from the group you choose or filter you apply. Your filters can be saved to allow quick access to many filtered views. Access from the Views menu, then choose Kanban.

Kanban Board (without timeslots)

A Kanban style board shows columns for each step of a process you take. Steps of a task maybe To-Do, In-Progress and then Done. Users can drag and drop events from one column to the next as the event progresses. This style of view is perfect for users or departments that need to track the progress of specific tasks rather than using a timeline based planning board.




Resources/tags can also be used to track the progress of any other actives that you need to track. The image below shows how an accounts team can track the status of invoices for chargeable work. When an invoice is required an event can be tagged with Needs Invoicing by any user. This will make it will appear on the board that the accounts team is monitoring. It can be dragged to the next column on the right as they complete each step of the process. The tags used here are Needs Invoicing, Invoice Sent and Invoice Paid.



A Kanban view can be great as a monitoring tool to get a high level view of the status and progress of any work. Use a filter to pick the various tags you want to monitor and then watch as events move from column to column as the schedulers and planers work on those events live in another views.

Simplify the monitoring of resources/tags like To-Be-Assigned, Urgent, or Waiting-Parts, separately from the extra detail shown in other scheduling views. As the list of events in any column grows this can highlight an issue or backlog.

Vertical Timeline (with timeslots)

Each column (Resource/Tag) can be divided with timeslots so the start date of each event can be seen. Events can be dragged to a new timeslot or a different column to be assigned with a different resource/tag. This can be great to view physical resources like people, rooms and equipment or tasks statuses where the actual date of the event is critical.

18 March 2022, 10:50

Kanban Board View - Kanban or Vertical Timeline

11 March 2025, 15:53

Groups and resources are normally sorted alphabetically or manual set at the account level. But there are times when you have a list of resources and prefer a different sort order, or a dynamic sort order based on some value.

Sorting Groups

Sorting groups by the name or color allows you to keep groups of similar types together. For example you may have many staff groups and color them all yellow, and all your various equipment groups colored blue. Sorting groups by color will keep the staff and equipment groups together.

Sorting Resources

Sorting resources by color allows you to keep groups of similar resources together inside a master group. For example you may have many a single All Staff group which includes Managers and Admins. Coloring each person with a color matching their role allows you to group by color and therefore role.

Sorting by 'Earliest event start' will put the resource at top who's events start first. Resources with events that start later are shown lower down. This is great for Project resources where the most current project is shown first, and projects that start later in the year are lower.

Resources can also be sorted by the 'Number of days busy' or the 'Number of events booked'. This means you can always have the busy or under utilized resources at the top which helps you quickly see who needs more work ensuring an even distribution where needed.

23 April 2019, 20:22

Tagging helps you quickly pick the important details for an event. You can tag physical resources or just simple words. This reduces the work needed when adding or updating events by reducing manual typing, eliminating spelling errors, and automating coloring and email alerts, plus much more.

Add and edit your Resources/Tags in Account Settings > Groups and resources or in the events tagging bar.

Resources/Tags are used to define important attributes in the event like the people involved, the client, a project or job reference, the type of activity or course being done, and even simple words like approved, confirmed, payment received, course completed and any other words you wish to tag.



Simply start to type a persons name, client, job type, status etc into the tagging bar and a list will appear with your matches or the option to add it if it does not exist. Press Enter to quickly tag the first result, and press Backspace to remove the last tag.




These tags are vital for filtering your views, reports and statistics quickly and easily. Being able to report on a persons activity, see all work for a specific client, or find events that need invoicing, can all can be done quickly and easily when you have tagged your events with these.

From the Tagging tab in an event you can access more advanced details.




From your Account Settings page > Groups and resources, you can create any number of groups, and within these groups add the resources/tags you need.

From the View settings icon (top right) you can choose how these resources/tags are shown in your schedule and events. Any with a background color (not white) will be shown first. Choosing Detailed will show the colored bar and the name, choosing Minimal will just show the bar with no text, or you can choose Hide to see none.

In the Timeline view colored bars are not shown in the event for the same resource, e.g. A resource row called Fred will show all other colored bars except Fred, as you are already looking at the event in this row so the tag is not needed.


Invitations
If you send invitation emails to your resources you will see their accepted or declined response next to their name. For more details see invitation and status.



#save,add,resource,tag,tagging,status