5Schedule work

The Scheduling board is where you decide who works where, on which day, at what time. Each row is a person, each column is a day, and each card is a scheduled task. You build the week as drafts, check it, then publish it — and only then does your crew see it on their phones.

Menu: Scheduling

Before you start

• Who should do this: whoever plans the crew's week. You need the Scheduling permission with Edit — admins and managers have it by default. Everyone else can view the published schedule.
• You'll need: your people (step 2) and a project (step 3).
• Address: hub.siteconnect.ai/schedule — menu Scheduling.

Drafts first, then publish

Everything you add to the board starts as a draft (a light blue card with a dashed border). Drafts are invisible to your crew and nobody is notified, so you can move things around freely. Your crew sees the schedule only when you select Publish.

The flow at a glance

Your teamSite ConnectDecisionBlockedDone

Drafts are invisible. Nothing you add, copy or drag onto the board reaches your crew until it is published. Published changes to the date, time or job site reach the person straight away — no need to publish again.

1. Open the board on the right week

1. Open Scheduling

   In the left menu, select Scheduling.

2. Pick the week

   In the period menu, choose Week. Use the arrows to move to the week you're planning.

3. One row per person

   Keep By person selected, so each row is a person.

An empty board on day one is normal

The board only shows people who already have tasks in the period (Rows with tasks only). To see everyone, open Filters and switch to All rows — or type a person's name in the search box.

2. Put tasks on the board

Create a task in a cell

1. Hover over the cell for a person and a day, and select + (Create a task in this cell).
2. The Create new task form opens with the day and the person filled in. Start and end times come from your working hours.
3. Choose the project, adjust the times, and add Notes for the crew (what to bring, where to park).
4. Select Create task. A draft card appears: light blue with a dashed border.

Or drag in tasks you already created

If you created tasks without a date in step 4, they wait in the No date column next to each person's name. Drag a card onto a day to schedule it (it becomes a draft).

A task for several people

Add several people as assignees in the form — each gets their own card at the same time. Leave Assignee empty to create an Open slot instead; with Enable users to claim this task on, your crew can pick it up in the app once it's published.

3. Fill the rest of the week faster

• Drag a card to move it to another day or person. Hold Option (Mac) or Alt (Windows) as you drop to copy it.
• Duplicate to several days… — on a card's ⋯ menu, for work that runs all week.
• Copy and paste — Ctrl+C on a card, select a cell, Ctrl+V (Cmd on a Mac).
• Actions › Copy last week — once you have a week you like, reuse it next week.

Every copy starts as a draft too. All the tools are explained in The scheduling board.

4. Check for problems

1. Run the check

   Select Actions › Pre-publish check.

2. Read the list
   • Must fix — problems that hold back Publish, such as someone on approved leave.
   • Worth a second look — overlapping tasks, a public holiday, too many hours in a day, two job sites far apart on the same day, or someone who marked themselves unavailable.
3. Fix the board

   Fix what you need to on the board, then run the check again.

5. Publish

1. Show the right week

   Make sure the week you want to send is on screen. The button shows how many drafts are waiting — for example Publish (12).

2. Publish

   Select Publish. You'll see Published … tasks, and the cards turn solid in their project's colour. If something is still under Must fix, the Pre-publish check opens instead — fix it, or select Publish anyway (that sends every draft in the period on screen).

Publishing one day or one row skips the check. Publish this day and Publish tasks in this row don't stop for Must fix problems — run Pre-publish check first.

To send only part of the week, use a day's ⋯ › Publish this day, a row's ⋯ › Publish tasks in this row, or filter the board first and select Publish filtered.

What your crew sees

• Each person gets one notification, New work schedule, with how many tasks they have and the dates.
• The tasks appear on the Task tab of their app (and on Schedule, if your company uses that tab).
• They can Accept or Decline each task, then check in on the day — that's step 6.
• Back on the board, each published card shows Accepted the task, Declined the task or No response yet. Use Filters › Unconfirmed only to chase answers.

Change the plan after publishing

• Move or edit a published task (date, time, job site) — the person is told right away. You don't need to publish again.
• Take it back — card ⋯ › Unpublish this task turns it back into a draft; the person no longer sees it and is told their schedule changed.
• Delete it from the card's ⋯ menu if the work is cancelled.

Share the schedule outside Site Connect

Actions › Share schedule creates a view-only link for a subcontractor or a client, Print schedule prints the view on screen, and Export to CSV downloads it. See Publish and share the schedule.

Check your work

• [ ] Next week's tasks are on the board with the right people and projects.
• [ ] The Publish button shows no drafts left (or only the ones you're keeping back).
• [ ] Your crew member sees the task in the app after pulling down to refresh.

Next step: 6. Check in on the mobile app →