To access your schedule, hover your mouse over the Home tab, then select Schedule.
The default view displays your past 8 days and the next 15 days or so. This gives you an idea of how busy you have been, and the amount of work coming your way. The horizontal axis tracks days, and the vertical axis plots the hours. By default, the graph is limited to 10 hours, but you can confirm the exact amount by viewing a given day (click on the day in the graph).
Where did all this work come from?
Nearly everything in your schedule is a task - either from a prospect, a component, an issue or a company. Since anyone can create tasks and assign them, this may explain any additional tasks on your schedule.
- Click the arrow next to your name to see a list of staff schedules that you have access to.
- Use the date selector to review a different date range. The advantage of this is that the Schedule Work list (below) will update to only show tasks relevant to that period. Eg in the image above, a task starting on the 3rd Feb 2011 will not be shown in the schedule list since it is outside the scope of the schedule you are viewing.
- Any hours that you log in AffinityLive will be drawn onto your schedule using this pale blue colour. This includes activities that aren't related to a task. You can click these entries on your graph to review where your time was logged.
- The red bars indicate time from external appointments - such as from your Google Calendar. We allow you, as the owner of an appointment, to see the name/title, but any other users will only see "External Appointment". Also, there is no task or activity associated to these appointments - they are imported purely for reference. Remember that we don't pay attention to the actual time of the appointment, because to give you an accurate schedule we just take note of the duration (such as 1 hr) and reflect this on your schedule. It is assumed that since the item came from an external source, you will be using this to keep track of where you need to be and when.
Please note: "All Day" appointments are not imported from external calendars, as these would pollute your day with 24hrs of external time!
- Automatic Estimates. These are tasks that the system suggests you work on, because they are either starting today, already started or overdue. If there is a significant amount of these tasks loaded against the current day, its possible you have a few overdue tasks. Defering these isn't a good solution for clearing up your schedule - you should edit them and update both the start and due date.
- Committed Estimates. These are tasks for which you have specifically set aside some time. Eg, you might have a 4 hour task which is currently appearing green (an automatic estimate), but you decide you will aim to tackle 2 hours of it next week. So you can drag that task from the Schedule Work list (below) onto a given day.
The Schedule Work list
Below the graph, you will have a list of tasks that correlate with the date range you are viewing.
- Overdue tasks are displayed first - they are marked in orange.
- Filtering: Use the toggles across the top of the list to filter tasks by their type, or by overdue.
- The Time Remaining is displayed in hh:mm
- If you click the task title, a new window will open, taking you to view the object which that task is against - such as a component.
- The coloured bar in each row is there to help you see how much of the task is completed (had work logged, marked in pale blue), how much is automatically estimated, and how much is a committed estimate (dark blue). If the bar is blank, its because the task has no Due date set. The system will not attempt to automatically estimate time onto your schedule if there is no due date set.