Knowledge Base

Introduction to Scheduling in Gojee

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.

Schedule workers onto jobs

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 your workers onto jobs, the following steps are required:

• Add a profession onto the Job BOM page (refer to Create a Job for more information).

• Save & Exit the job.
• From the Job Actions menu, click on Schedule:

• The job scheduler page will be shown:

• To add a task for a worker, simply double click on the scheduler in the location you’d like to add the task. You will be presented with the following modal:

• Click “Create” button to schedule the task and it will be shown as a coloured task within the scheduler page:

Schedule workers for non-job tasks

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:

• Double click on the scheduler to create a task for the worker:

• Once the task has been created, it will automatically be displayed as a scheduled task for the staff member.
• You can review the tasks by navigating to Staff Schedule page:

View the list of tasks scheduled for workers

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.

Introduction to 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:

Using the Staff Scheduler

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:

Filter for Professions

Use this filter to show only tasks that are for the selected profession chosen from the dropdown.

Toggle to “separate scheduled and actual tasks”

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:

Dropping and Dragging Tasks

• Users can simply click, drag and drop tasks on this view from one worker to another.
• There is a requirement that the worker the task is being moved to has the same profession that is required for the task. If this requirement is not met, a warning will be provided and the task will go back to where it was dragged from:

Drag to extend/shorten tasks

• Hover the mouse over the edge of the task and a double ended arrow will appear
• Click and drag right or left to extend or shorten the task

Click on task to bring up modal

• Click on any task and a modal will be presented with a range of task options.

Hover over task for more information

• Hover your mouse over the task and a popup with more information on the task will be displayed:

Styling on the Staff Scheduler

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.

Task colours, fills and borders: 

Billable task icon: $ Symbol

User started “Time Clock”