Task Schedule

Plan and manage project workflows by scheduling tasks, tracking progress, and optimising team productivity in one central view.

The Task Schedule is the planning centre of your Jobs. It gives you a clear, visual overview of who is working on what, and when. It allows multiple Account Executives to schedule Tasks and manage productivity by balancing workloads and resources, all in one place.

Navigating to the Task Schedule

1

Click Task Schedule in the left-hand navigation.

2

The Task Schedule opens as a calendar-style grid, showing Tasks plotted across time.

Understanding Task Schedule filters and indicators

Left Panel: Team & Tasks

• Lists team members (with profile icons or username).

• Displays the Tasks assigned to each person.

• Shows a weekly capacity indicator.

• Includes a search bar to quickly find users or tasks.

Main Grid: Timeline View

• Displays dates across the top.

• Scheduled Tasks appear as green blocks with allocated times.

• Greyed or empty cells indicate dates Tasks can be scheduled for (dependent on Task start and due dates).

• Green cells show scheduled time allocations.

Top controls and indicators

These indicators help you identify risks and rebalance work quickly. At the top of the Task Schedule, you’ll see:

• Account Manager filter: View tasks by specific AE Jobs.

• Overdue counter: Highlights tasks that have not been marked as Completed after their due dates.

• Overrun counter: Flags tasks exceeding estimated time.

• Unplanned Time indicator: Shows work not yet scheduled.

• Timesheets button: Jump directly to logged time entries.

Scheduling Tasks

1

Schedule a task

• Click on a grey or empty task block.

• Drag it horizontally to adjust the date range.

• Drag edges left or right to adjust duration.

• Release to save — changes apply immediately.

2

Remove a scheduled task

• Left-click on a green task block.

• Drag it horizontally to remove all scheduled time.

3

Reschedule a task or adjust allocated time

• Right-click on a green task block.

• Click on the “Edit and recalculate” button.

• Adjust the allocated time.

• Click the “Save” button.

Viewing capacity and workload

Each team member’s panel shows:

• Weekly hour capacity (e.g. 30 hrs/week).

• A load bar indicating how full their schedule is.

  • The blue bar graph indicates total time allocated for that day and the pink bar indicator above the blue bar indicates a User has been overbooked for that day.

  • Clicking on the bar graphs will change the graphs to total times.

• A list of Unplanned Tasks that can be scheduled, and Planned Tasks that have been scheduled, underneath the User’s name.

• Used vs estimated time on task block once time has been tracked.

Best Practices for Using Task Schedule

• AE’s should review the Task Schedule as often as needed to measure productivity throughout the day.

• Resolve unplanned tasks early to avoid last-minute pressures.

• Watch Overrun and Overdue indicators to keep Jobs on track.

Agencydesk Task Schedule: Visualise Team Capacity & Plan Smarter