Assign Work Schedules to Users

Overview of how to set custom Work Schedules to specific users. This feature is useful for teams who have Resources that do not work a full 40 hr work week, such as contractors.

Transcript:

In this video, I'm going to show you how to assign different work schedules to different resources. To do this, go to your add-ons. Then, navigate to "Work Schedules" in the add-ons menu. If you don't have Work Schedules installed, then install it. After that, hit the configure button, and you can create new work schedules by entering a new work schedule name here. I already have one named "Part-Time," but you can create a new schedule by typing a name like "New Schedule," and it will add a new schedule. You can simply click on it to edit it.

In the new schedule, by default, you will want to inherit settings from the default workspace. If you do that, then all the holidays from the main work schedule will be included. Otherwise, you'll need to hit recalculate. Normally, you'll want to inherit settings. Now you can see that a holiday from the master calendar has been included. You can make different changes in this schedule, such as adding different days off. For example, if you decide that you will not work on Mondays, you can set this as a "No Monday" schedule. Once you've done this, I now have this new schedule that has a couple of extra days off, and Mondays are off.

You can change the workdays and their corresponding times as needed. However, if you want individuals to have different work schedules, you'll also need to check the box allowing each user to have a personal work schedule. Then, go to the admin section, find a user, and I will find an active user here named Craig. I'm going to edit Craig's resource information. Instead of inheriting from the workspace default, I will assign Craig the new schedule, which means that Mondays are off for him.

What's great about this is that when Mondays are off, his capacity is now a little bit lower. If you do certain calculation types in your tasks, you can actually have a project work schedule. A project can use the personal work schedule of a resource by going to the resources section and specifying which schedule you'd like to use for that user.

For example, back to Craig Young here, instead of using the project default, I will select his personal default instead. What this does is ensure that any tasks assigned to Craig Young will now be scheduled around his personal work schedule. When you're using personal work schedules, it’s best to have one person per task. You can still assign multiple people to a task, but it works best if you have just one individual per task when using personal work schedule defaults.

There are other videos available on how to manage work schedules, so go ahead and check those out.