Appearance
The scheduling board
The Scheduling board is where you plan who works on what, and on which day. Each row is a person (or a project), each column is a day, and each card is a scheduled task. You build the week here, check it for problems, then publish it to your crew's phones.
Menu:
Where to find it
Menu: Scheduling · Address: hub.siteconnect.ai/scheduleWho can use it: everyone with the Scheduling permission. View opens the board read-only; Edit lets you schedule. Admins have both — see Who can see and change the board.
Find your way around
First toolbar row
- The period menu — Date (one day), Week or Month — then the arrows to move back and forward. Click the period label to jump to any date. The calendar button takes you back to today.
- By person / By project — choose what the rows are. By person is the default.
- List / Grid — switch between the grid and a list of tasks you can group by Date, project or People.
- Requests, Settings, Actions, Add and Publish — covered below and in Publish and share the schedule.
Second toolbar row
- The search box (Search people, projects, tasks...) searches names, projects, addresses and notes.
- The funnel button (Filters) opens the filters.
- View options, Group by, and the keyboard button (Shortcuts).
A Legend strip above the grid explains the cards:
| Card | Meaning |
|---|---|
| Solid, in the project's colour | Published, assigned |
| White with a coloured border and a count such as 0/1 | Open slot — not claimed yet |
| Light blue with a dashed border | Draft — not visible to workers yet |
Small icons on a card show the assignee's status — Completed, Overdue (not marked completed), Checked in, Declined the task, Accepted the task or No response yet — plus Overlap, Group task, Recurring task and Has attachments. Hover over a card to see its full details.
Can't see someone?
To keep the grid short, the board starts with Rows with tasks only turned on. To schedule someone who has nothing yet this period, type their name in the search box, or open Filters and switch to All rows.
Choose what you see
- Group by — Project department (the team set on each project, and the Site Connect default), Employee department (from each person's profile), Schedule group (groups you build yourself) or No grouping. With Project department in the By person view, someone who works for two departments appears under both, and their hours are split between them. Your choice is remembered on your device.
- Filters — department, project team, task state (Open slots only, Draft tasks only, Unconfirmed only), task name, person, project, response (Accepted, Declined, No response), tags and Qualified users for… a project. You can also sort rows (By name A → Z, Most hours first, Most tasks first) and show Available only — people with no tasks and no unavailability in the period. Click Save filter to keep a set of filters under a name; saved filters belong to your account. Clear filters resets everything.
- View options — Minimized view (one line per card), Timeline day view (in the Date period), how cards are sorted in a cell, and which extras show: Labour & sales, Daily note, Unassigned open slots, the summary, Issues bar, Colour & icon legend, Actual worked time and Availability status. Reset to default puts everything back.
Schedule groups
Pick Schedule group in Group by to arrange people your own way (for example by crew).
- Click New group, type a Group name, tick the people and click Save.
- Under each group, Add / remove users adds or removes people. A person belongs to one group only.
- Hover over a group name for the gear (Rename, change members or delete group) and the arrows to move the group up or down.
Add tasks to the board
- Hover over a cell and click + (Create a task in this cell).
- The Create new task form opens with the date filled in, and the person or project from that row. The start and end times come from your working hours.
- Set the Assignee, the time, the project and Notes. Several assignees means one task each, at the same time. Click + Repeat to repeat the task.
- Click Create task. The new card gets a green outline. If a filter hides it, a message offers Show the new task.
New tasks are drafts — your crew sees them only after you publish.
If you leave Assignee empty, the task becomes an Open slot; set the number of Slots you need. Turn on Enable users to claim this task to let your crew pick it up in the app once it's published. Without it, the slot is a placeholder that only schedulers see and that can't be published.
Other ways to add tasks, all under Add:
- Create new task — the same form, for today (or the first day you're viewing).
- Create multiple tasks — one task per line; click Preview to check them first.
- Import tasks from Excel — an .xlsx, .xls or .csv file. Download CSV template gives you the columns.
- Create from a task template — opens the Templates tab on the right edge of the screen. Drag a template onto a cell. You can also use a cell's ⋯ › Add from template.
- Open people list to drag — opens the People tab. Drag someone onto an empty cell to create a task for them there, or onto a card to assign them to it.
Change a task
Click a card to open the task's details — see Task details. Hover over a card and click ⋯ for quick actions: Open task details, Edit just this task…, Select this task, Assign users…, Change project…, Duplicate, Duplicate to several days…, Message people on this task, Unassign, Remove from schedule and Delete task.
Edit just this task… opens a dialog with the date, times, people (with Suggest people), notes, Checklist and Activity. Its Save as template button saves the task as a template.
Move and copy tasks
- Drag a card to another day or another row. In the By person view, a different row gives the task to that person. Hold Option (Mac) or Alt (Windows) as you drop to make a copy instead.
- Select several cards — hover over a card and tick its box, Shift-click to select a range in a row, or Cmd/Ctrl-click. A bar appears at the bottom: Edit together (date, start, end, person or project), Unassign and Deselect all. Dragging one selected card moves them all by the same number of days.
- Copy and paste — press Cmd/Ctrl+C, click a cell, then Cmd/Ctrl+V. Or use the cell's ⋯ › Paste … selected tasks here.
- Copy whole days or weeks — Actions › Copy last week (in the Week period), the day's ⋯ › Copy yesterday's tasks, or a person's row ⋯ › Copy this user's previous week or Copy schedule from another user…. The target must be empty first.
- Templates — the day's ⋯ › Save this day as a template, or Actions › Save this period as a template. Load one with the day's ⋯ › Load a template into this day, or Actions › Load a day/week template… › Load into the period shown. Templates keep times, titles and projects, not people: loaded tasks land in Unassigned open slots.
Every copy, paste, duplicate and template starts as a draft.
The "No date" column
Tasks that have no date yet appear in a No date column next to the names — in each person's row, or in Unassigned open slots if nobody has them. Regular tasks that already have a date and a person show on the grid too.
- Drag a card from No date onto a day to schedule it there (as a draft).
- Drag a scheduled card back into No date, or choose Remove from schedule, to take it off the board. The assignee keeps the task; if it was already published, they're told it left the schedule. Drop it into another person's No date cell to hand it to them.
The column hides itself when there's nothing in it.
Spot problems before you publish
- Issues bar — the coloured bar under each day: green is done, orange is unconfirmed, yellow is draft and red is unassigned. Hover over it for the count of each and a Filter or View link.
- Overlap — a red flag on a card that overlaps another task of the same person.
- Time off — approved leave shows in the person's cell. Public holidays are marked with a dot next to the date.
- Actions › Pre-publish check lists everything the board found: overlapping tasks, people on approved leave, public holidays, too many hours in a day (10 by default) and two job sites far apart on the same day (25 km by default).
Approved leave blocks publishing by default; the others are warnings. Change each level (Block, Warn or Off) and the limits in Settings › Issues.
Mark unavailability and time off
Use Add › Add unavailability or Add time off, or, in the By person view, a cell's ⋯. The day's ⋯ › Block the whole day as unavailable… blocks a day for the people you choose. Pick the people, the dates, all day or a time range, and a type: Unavailable, Preferred or Time off. Entries show in each person's cells. Time off added here is a note on the schedule, not a leave request.
Hours and totals
- Each day column shows its hours, tasks and people. Each row shows its own hours and tasks for the period.
- Each group header shows Hours, Tasks and People. Hover over the numbers for published versus draft, and assigned versus unassigned.
- The summary at the bottom (Weekly summary, or the day or month version) totals the period.
- Labour & sales adds expected labour cost per day, from Labour cost rates. You can type expected sales into the row to see Labour %. Only people with Edit see it.
- Actual worked time (in View options) marks cells where clocked hours differ from the schedule.
Fill open slots and send reminders
- Actions › Auto-assign open slots proposes a person for each open slot and shows why. Nothing changes until you click Assign these … slots.
- Actions › Remind users below their open task minimum appears when you've set a weekly minimum in Settings › Limits.
- Settings › Automations can tell schedulers when someone hasn't checked in a set number of minutes after the start time.
Settings opens the schedule settings: General (what your crew can do and see in the app), Display, Week & time, Notification, Issues, Limits and Automations.
Who can see and change the board
| Permission | What you get |
|---|---|
| No Scheduling permission | A page saying The Scheduling board is for schedulers. Your own tasks are in the app. |
| Scheduling › View | A read-only board marked View only: published tasks only, no drafts, no labour costs and no warnings. |
| Scheduling › Edit | Everything on this page, plus publishing. |
The employee role includes View by default. To let someone schedule, give their role Edit — see Roles and permissions. To limit a scheduler to some crews, open the schedule group's settings and add them under Who can schedule this group. They can then only change tasks for people in their groups.
Good to know
- The board updates by itself when someone else changes the schedule, someone answers in the app, or you edit a task in its details panel.
- Shortcuts: Esc clears the selection, Delete removes selected tasks, ← and → change the period, T goes back to today, and ? lists them all.
- Actions › Schedule activity shows who changed what in the period.