{"_id":"5a8cada0b4ba8c0012597d4f","project":"56539c418b050e2100f006ca","version":{"_id":"56539c428b050e2100f006cd","project":"56539c418b050e2100f006ca","__v":15,"createdAt":"2015-11-23T23:07:46.327Z","releaseDate":"2015-11-23T23:07:46.327Z","categories":["56539c428b050e2100f006ce","5789af34f55bf80e00d0c34f","5789af4e6a16260e006e7cd4","5789af53d7bf751900e3cbe1","5789af576a16260e006e7cd5","5789af5fc1c3de0e00169dc7","5789af64c1c3de0e00169dc8","5789b0067a572c0e00120269","579919b1b8d3432000fdffc3","590ba9d1030acd0f00f07046","5939cecbc78839000f4bff0e","59c4454a414f98001001f2a9","5a8b9193e4eb600012e90dea","5b511e0bfe048400034364d8","5c06db5b3712bb000d056e1a"],"is_deprecated":false,"is_hidden":false,"is_beta":false,"is_stable":true,"codename":"","version_clean":"1.0.0","version":"1.0"},"category":{"_id":"5a8b9193e4eb600012e90dea","project":"56539c418b050e2100f006ca","version":"56539c428b050e2100f006cd","__v":0,"sync":{"url":"","isSync":false},"reference":false,"createdAt":"2018-02-20T03:10:11.603Z","from_sync":false,"order":2,"slug":"getting-started-guide","title":"Getting Started Guide"},"user":"5a84d1bf6b17d200124fa3ea","githubsync":"","__v":1,"parentDoc":null,"metadata":{"title":"","description":"","image":[]},"updates":["5d48c727a21081006576f592"],"next":{"pages":[],"description":""},"createdAt":"2018-02-20T23:22:08.536Z","link_external":false,"link_url":"","sync_unique":"","hidden":false,"api":{"results":{"codes":[]},"settings":"","auth":"required","params":[],"url":""},"isReference":false,"order":4,"body":"Once your data has been synced from WFM/XPM, you can plan a job. \n\nFirst, click “Plan Job” at the top right of your screen. Choose a job from the dropdown menu. This information comes from WorkflowMax/Xero Practice Manager. \n\n[block:image]\n{\n  \"images\": [\n    {\n      \"image\": [\n        \"https://files.readme.io/4e0e0ef-Plan_job_screenshot.png\",\n        \"Plan job screenshot.png\",\n        353,\n        472,\n        \"#e6ebed\"\n      ],\n      \"caption\": \"The \\\"Plan Job\\\" dropdown\"\n    }\n  ]\n}\n[/block]\nOnce you choose a job, you will see three numbers. Like this: \n[block:image]\n{\n  \"images\": [\n    {\n      \"image\": [\n        \"https://files.readme.io/087dccf-Screen_Shot_2019-08-06_at_11.49.29_AM.png\",\n        \"Screen Shot 2019-08-06 at 11.49.29 AM.png\",\n        1052,\n        284,\n        \"#308984\"\n      ]\n    }\n  ]\n}\n[/block]\n**Hours logged:** The amount of time spent on the job\n**Hours allocated:** The amount of time allocated to staff members\n**Estimated Effort:** The amount of estimated time budgeted to the job. \n\nYou can see these figures for the job as a whole, as well as for each task within the job.\n\nThe total number of hours logged comes from WFM/XPM and includes the hours logged using PlanRight which gets sent to WFM/XPM (if your **Export Timesheets** setting is switched on in [Sync Settings](http://help.planrightapp.com/docs/xpm-settings#sync-options)). \n\nThe total number of hours allocated only comes from PlanRight. Each time you allocate a task to a staff member's calendar and add hours, this figure is updated. \n\nThe total number of Estimated Effort only comes from WFM/XPM. This is the **Estimated Hours** figure that you assign to each task within a job.  \n\nThe blue box  in this example shows the tasks that make up the job. The box is blue in this example, but it may not be blue for you, as the colour changes based on client, task, job, manager or assigned staff member depending on your [colour mode settings](http://help.planrightapp.com/docs/organisation-settings#plan-settings). \n\nThe above job is relatively simple, so it just has one task - 6 hours of QA. \n\nA more complicated job may have more tasks:\n\n\n[block:image]\n{\n  \"images\": [\n    {\n      \"image\": [\n        \"https://files.readme.io/85084fe-Hat_box_-_all_tasks_allocated.png\",\n        \"Hat box - all tasks allocated.png\",\n        974,\n        644,\n        \"#e3d5d8\"\n      ]\n    }\n  ]\n}\n[/block]\nThis job has three tasks - client meeting (2 hours), design (120 hours) and planning (2 hours). \n[block:api-header]\n{\n  \"title\": \"How to allocate tasks to staff\"\n}\n[/block]\nYou schedule time in PlanRight by allocating tasks to staff members. \n\n1.  Click on the relevant task box, and drag it to the spot on the schedule that corresponds with the staff member who you want to complete the work\n2.  Type in how many hours you want to assign to the staff member.\n3.  Click on the sides of the task box, and expand or contract the box to set the time frame\n4.  Click anywhere in the box to drag it to another spot in the schedule, or to another staff member\n\nYou’ll see the staff member’s other commitments, so you can allocate work accordingly.\n\n\n\n[block:api-header]\n{\n  \"title\": \"Using the schedule view\"\n}\n[/block]\nThe schedule view shows your staff members’ scheduled time in context.  This helps you see who is over capacity, and who has spare capacity. This information comes from other jobs you have planned. \n\nPlanRight also uses colour codes to show how much capacity staff members have, and how much time they have logged in the past. [This page has more information about colour codes in PlanRight.](http://help.planrightapp.com/v1.0/docs/colour-codes-in-planright)\n\nHere’s an example of a job in the schedule view:\n\n[block:image]\n{\n  \"images\": [\n    {\n      \"image\": [\n        \"https://files.readme.io/557fee6-Hat_box_example.png\",\n        \"Hat box example.png\",\n        1023,\n        565,\n        \"#e3d9db\"\n      ],\n      \"caption\": \"This is a job to design a hat box for My Fair Lady Hats.\"\n    }\n  ]\n}\n[/block]\nThe planning and client meetings have been allocated in this job, and 60 out of 120 hours of the design work has also been allocated. This means there are 60 hours left to allocate. \n\n You can see that Marla is at capacity from this job, because each day has [dark blue shading.](http://help.planrightapp.com/v1.0/docs/colour-codes-in-planright)   \n\nWe can also see that Samson Dario has some capacity, but with 50 hours spoken for by other jobs over the next two weeks, he is unlikely to have room for another 60 hours on this job. \n\nHowever, Stafford Cro has lots of capacity - he has only two hours allocated to him over the next two weeks. With this in mind, we can assign him the remaining 60 hours of design work. \n\n[block:image]\n{\n  \"images\": [\n    {\n      \"image\": [\n        \"https://files.readme.io/b4785f6-Hat_box_-_all_tasks_allocated.png\",\n        \"Hat box - all tasks allocated.png\",\n        1026,\n        703,\n        \"#e7dcde\"\n      ]\n    }\n  ]\n}\n[/block]\nAll of the tasks are now allocated, everybody is at or below capacity, and the job will be finished on Friday, 9 March.\n[block:api-header]\n{\n  \"title\": \"Recommended job set up in WFM\"\n}\n[/block]\nWe recommend the following steps to set up your jobs in WFM to make the most out of PlanRight.\n\n1. Create job in WFM.\n2. Assign the staff you want to the job.\n3. Create tasks for the job and add estimated hours if needed.\n4. In PlanRight, allocate tasks to staff in the schedule.","excerpt":"","slug":"planning-a-job","type":"basic","title":"Planning a job"}
Once your data has been synced from WFM/XPM, you can plan a job. First, click “Plan Job” at the top right of your screen. Choose a job from the dropdown menu. This information comes from WorkflowMax/Xero Practice Manager. [block:image] { "images": [ { "image": [ "https://files.readme.io/4e0e0ef-Plan_job_screenshot.png", "Plan job screenshot.png", 353, 472, "#e6ebed" ], "caption": "The \"Plan Job\" dropdown" } ] } [/block] Once you choose a job, you will see three numbers. Like this: [block:image] { "images": [ { "image": [ "https://files.readme.io/087dccf-Screen_Shot_2019-08-06_at_11.49.29_AM.png", "Screen Shot 2019-08-06 at 11.49.29 AM.png", 1052, 284, "#308984" ] } ] } [/block] **Hours logged:** The amount of time spent on the job **Hours allocated:** The amount of time allocated to staff members **Estimated Effort:** The amount of estimated time budgeted to the job. You can see these figures for the job as a whole, as well as for each task within the job. The total number of hours logged comes from WFM/XPM and includes the hours logged using PlanRight which gets sent to WFM/XPM (if your **Export Timesheets** setting is switched on in [Sync Settings](http://help.planrightapp.com/docs/xpm-settings#sync-options)). The total number of hours allocated only comes from PlanRight. Each time you allocate a task to a staff member's calendar and add hours, this figure is updated. The total number of Estimated Effort only comes from WFM/XPM. This is the **Estimated Hours** figure that you assign to each task within a job. The blue box in this example shows the tasks that make up the job. The box is blue in this example, but it may not be blue for you, as the colour changes based on client, task, job, manager or assigned staff member depending on your [colour mode settings](http://help.planrightapp.com/docs/organisation-settings#plan-settings). The above job is relatively simple, so it just has one task - 6 hours of QA. A more complicated job may have more tasks: [block:image] { "images": [ { "image": [ "https://files.readme.io/85084fe-Hat_box_-_all_tasks_allocated.png", "Hat box - all tasks allocated.png", 974, 644, "#e3d5d8" ] } ] } [/block] This job has three tasks - client meeting (2 hours), design (120 hours) and planning (2 hours). [block:api-header] { "title": "How to allocate tasks to staff" } [/block] You schedule time in PlanRight by allocating tasks to staff members. 1. Click on the relevant task box, and drag it to the spot on the schedule that corresponds with the staff member who you want to complete the work 2. Type in how many hours you want to assign to the staff member. 3. Click on the sides of the task box, and expand or contract the box to set the time frame 4. Click anywhere in the box to drag it to another spot in the schedule, or to another staff member You’ll see the staff member’s other commitments, so you can allocate work accordingly. [block:api-header] { "title": "Using the schedule view" } [/block] The schedule view shows your staff members’ scheduled time in context. This helps you see who is over capacity, and who has spare capacity. This information comes from other jobs you have planned. PlanRight also uses colour codes to show how much capacity staff members have, and how much time they have logged in the past. [This page has more information about colour codes in PlanRight.](http://help.planrightapp.com/v1.0/docs/colour-codes-in-planright) Here’s an example of a job in the schedule view: [block:image] { "images": [ { "image": [ "https://files.readme.io/557fee6-Hat_box_example.png", "Hat box example.png", 1023, 565, "#e3d9db" ], "caption": "This is a job to design a hat box for My Fair Lady Hats." } ] } [/block] The planning and client meetings have been allocated in this job, and 60 out of 120 hours of the design work has also been allocated. This means there are 60 hours left to allocate. You can see that Marla is at capacity from this job, because each day has [dark blue shading.](http://help.planrightapp.com/v1.0/docs/colour-codes-in-planright) We can also see that Samson Dario has some capacity, but with 50 hours spoken for by other jobs over the next two weeks, he is unlikely to have room for another 60 hours on this job. However, Stafford Cro has lots of capacity - he has only two hours allocated to him over the next two weeks. With this in mind, we can assign him the remaining 60 hours of design work. [block:image] { "images": [ { "image": [ "https://files.readme.io/b4785f6-Hat_box_-_all_tasks_allocated.png", "Hat box - all tasks allocated.png", 1026, 703, "#e7dcde" ] } ] } [/block] All of the tasks are now allocated, everybody is at or below capacity, and the job will be finished on Friday, 9 March. [block:api-header] { "title": "Recommended job set up in WFM" } [/block] We recommend the following steps to set up your jobs in WFM to make the most out of PlanRight. 1. Create job in WFM. 2. Assign the staff you want to the job. 3. Create tasks for the job and add estimated hours if needed. 4. In PlanRight, allocate tasks to staff in the schedule.