Workforce Planning: Gantt User Guide

In the Workforce Planning tool, you can view and manage your project's resource assignments and requests using a Gantt view. View details such as project names, categories, requests, assignments, resources, and job titles. Manage resources either from the list section or directly on the Gantt chart's timeline. To make changes, simply drag and drop items or click into detail pages.

1. Navigate to the Company level Workforce Planning tool.
2. Click Assignments and select Gantt (Beta).
3. Hover over the divider that separates the grid and the graph.
4. Click the divider and move it to the desired location using a drag-and-drop operation.
   

1. Navigate to the Company level Workforce Planning tool.
2. Click Assignments and select Gantt (Beta).
3. Select to see information grouped by Resource or Project.
   

1. Navigate to the Company level Workforce Planning tool.
2. Click Assignments and select Gantt (Beta).
3. Click the table settings  icon.
4. Move the toggle to the ON  position or OFF  position to show or hide details in the Gantt bars for the following:
   • Project Information
   • Allocation Information 
   • Time Off Information
   • Hide Weekends
   • Assignment Totals
     1. Then select to show People, Hours, Cost, or Man Days. See the Term Definitions for Totals to learn more about these metrics.
5. Click and move the slider using a drag-and-drop operation to adjust the size for the following settings:
   • Row height in the Gantt 
   • Task Border Radius

1. Navigate to the Company level Workforce Planning tool.
2. Click Assignments and select Gantt (Beta).
3. Next to the project, category, or subcategory, take one of the following actions:
   • Click the expand  icon to expand the information
   • Click the collapse   icon to collapse the information

 Tip

To expand and collapse all projects, click the expand  or collapse  icon next to 'Project Name'.

1. Navigate to the Company level Workforce Planning tool.
2. Click Assignments and select Gantt (Beta).
3. Click the zoom in  icon or zoom out  icon to view the Gantt from a single day, up to many years.

1. Navigate to the Company level Workforce Planning tool.
2. Click Assignments and select New Gantt.
3. Enter a project name or project number into the search bar. Then press ENTER on your keyboard.

1. Navigate to the Company level Workforce Planning tool.
2. Click Assignments and select New Gantt.
3. Next to the column name, click the sort order icon.
    
4. Click again to switch between ascending or descending order:
   • Ascending
   • Descending

1. Navigate to the Company level Workforce Planning tool.
2. Click Assignments and select New Gantt.
3. Select to see information grouped by Resource or Project.
   
4. Click the filter  icon.
5. Select from the available filters:
   • Job Title
   • Status
   • Only Show
     • Assignments
     • Requests
   • Hide Empty Projects
   • Hide Empty Categories
   • Custom Fields
6. To clear filters, click the X in the filter, or click Clear All Filters.

1. Navigate to the Company level Workforce Planning tool.
2. Click Assignments and select Gantt (Beta).
3. Next to the project name, click the vertical ellipsis  and select Add Category.
4. To add a subcategory, click the vertical ellipsis  next to the category, and select Add Subcategory.
   OR
   Right click the category bar and select New Subcategory.
5. Enter the name of the subcategory.
6. Click out of the text box to save.

1. Navigate to the Company level Workforce Planning tool.
2. Click Assignments and select Gantt (Beta).
3. Double click the category or subcategory name.
4. Enter the new name. Then click anywhere on the screen to save.

1. Navigate to the Company level Workforce Planning tool.
2. Click Assignments and select Gantt (Beta).
3. Click and hold the category or subcategory and move it to the desired location using a drag and drop operation.

1. Navigate to the Company level Workforce Planning tool.
2. Click Assignments and select Gantt (Beta).
3. Next to the category or subcategory, click the vertical ellipsis  and select Delete this Category or Delete this Subcategory.
4. Click Delete to confirm.

1. Navigate to the Company level Workforce Planning tool.
2. Click Assignments and select Gantt (Beta).
3. On the list, right click the project, category or subcategory for the assignment and select New Request.
   Note: You can also hover over the project, category, or subcategory and click the vertical ellipsis  and select New Request.
4. Fill out the 'Details' request information.
   • Job Title Needed. Select a Job Title from the drop-down menu.
   • Quantity. Select how many of these requests should be created.
   • Project. Select the project from the drop-down menu.
   • Category. Select the category.
   • Subcategory. Select the subcategory.
5. Fill out the 'Schedule' information.
   • Start Date. Enter the date the work assignment starts.
   • End Date. Enter the date the work assignment ends.
   • Move the 'Set Assignment by Start Week and Duration' toggle ON . Then enter the Start Time and End Time.
     OR
     Move the 'Set Assignment by Allocation' toggle ON . Then enter the Percent Allocated for the request.
   • Work Days. Mark the checkbox for each work day for the request.
   • Tags. Select tags from the drop-down menu.
6. Fill out the Additional Information. See Configure Custom Fields for Workforce Planning.
7. Optional: Enter Scope of Work to describe the scope of work.
8. Optional: Enter Assignment Instructions to provide additional instructions.
9. Optional: Enter Comments.
10. Click Create.

1. Navigate to the Company level Workforce Planning tool.
2. Click Assignments and select Gantt (Beta).
3. Follow steps to edit a request:
   • Request Details
     1. On the list, right click the request or the request bar and click Edit Request.
        Note: You can also hover over the request in the list and click the vertical ellipsis , then select Edit Request.
        OR
     2. Right click the request or the request bar and click Edit Request.
     3. Edit the request details.
     4. Click Update to save.
   • Shorten or extend a request on the Gantt chart
     1. Hover over the last day of the request bar on the Gantt chart until you see the arrows.
     2. Click the arrows and move the end date using a drag-and-drop operation.
   • Move a request on the Gantt chart
     1. Click and hold the request bar. Move the request to the new date using a drag-and-drop operation.

1. Navigate to the Company level Workforce Planning tool.
2. Click Assignments and select Gantt (Beta).
3. On your keyboard, press and hold CTRL. Click the request bars you want to edit.
   Note: Requests will move in the same direction by the same duration.
4. Follow steps to edit the request dates in one of the following ways:
   • Shorten or extend Requests
     1. Hover over the last day of the request bar on the Gantt chart until you see the arrows.
     2. Click the arrows and move the request end date using a drag-and-drop operation.
   • Move Requests
     1. Click and hold the request bar for one of the requests. Move the requests to the new date using a drag-and-drop operation.

1. Navigate to the Company level Workforce Planning tool.
2. Click Assignments and select Gantt (Beta).
3. Right click on the request or the request bar and select Delete Request.
   Note: You can also hover over the request in the list and click the vertical ellipsis , then select Delete Request.
4. Click Delete to confirm.

You can bulk delete requests by creating a category (or subcategory), moving the requests into the category, and then deleting the category:

1. Navigate to the Company level Workforce Planning tool.
2. Click Assignments and select Gantt (Beta).
3. Click the vertical ellipsis  next to the project and click Add Category.
   OR
   Click the vertical ellipsis  next to the category and click Add Subcategory.
4. Click and hold the request. Move the request to hover over the category using a drag-and-drop operation. Release to add it to the category.
5. Click the vertical ellipsis  next to the category or subcategory and click Delete Category or Delete Subcategory.
6. Click Delete to delete the category or subcategory and the associated requests.

Note: Users given assignments in the new modal are also added to the project in the company's Directory.

1. Navigate to the Company level Workforce Planning tool.
2. Click Assignments and select Gantt (Beta).
3. On the list, right click the project, category or subcategory for the assignment and select New Assignment.
   Note: You can also hover over the project, category, or subcategory and click the vertical ellipsis  and select New Request.
4. Fill out the 'Details' request information.
   • Project. Select the project from the drop-down menu.
   • Category. Select the category.
   • Subcategory. Select the subcategory.
   • Labor. Select the assignee from the drop-down menu.

   •  In Beta

     Equipment. Select equipment from the drop-down menu.

     The Equipment tool is currently in beta. To add equipment to assignments, your project must have the following configurations:

     • The Equipment (beta) tool must be enabled for your project. See Add and Remove Project Tools.
     • Equipment records must be added to your project. See Add or Remove Equipment from Projects.
     • Data sync must be enabled for projects. See What is data syncing for Workforce Planning?
5. Fill out the 'Schedule' information.
   • Start Date. Enter the date the work assignment starts.
   • End Date. Enter the date the work assignment ends.
   • Move the 'Set Assignment by Start Week and Duration' toggle to the ON  position. Then enter the Start Time and End Time.
     OR
     Move the 'Set Assignment by Allocation' toggle to the ON  position. Then enter the Percent Allocated for the request.
   • Work Days. Mark the checkbox for each work day for the request.
   • Overtime. If an assignment allows for overtime, move the 'Overtime' toggle to the ON  position. 
     1. Enter the 'Overtime Rates' per day of the week. 
        For example, overtime on a weekday may be 1.5 for time and a half, and 2 for double time on the weekend.
     2. Enter the Pay Split.
6. Fill out the Additional Information. See Configure Custom Fields for Workforce Planning.
7. Optional: Enter Scope of Work to describe the scope of work.
8. Optional: Enter Assignment Instructions to provide additional instructions.
9. Optional: Enter Comments.
10. Click Create.

1. Navigate to the Company level Workforce Planning tool.
2. Click Assignments and select Gantt (Beta).
3. Follow steps to edit the assignment dates in one of the following ways:
   • Assignment details
     1. On the list, hover over the assignment. Click the vertical ellipsis and click Edit Assignment.
        OR
     2. Right click the assignment or the assignment bar and click Edit Assignment.
     3. Edit the assignment details.
        Note: If you have questions about adding Equipment, see the 'New Assignment Gantt' section of Create a Workforce Assignment.
     4. Click Publish to save.
   • Shorten or extend an assignment
     1. Hover over the last day of the assignment bar on the Gantt chart until you see the arrows.
     2. Click the arrows and move the assignment end date using a drag-and-drop operation.
   • Move an assignment
     1. Click and hold the assignment bar. Move the assignment to the new date using a drag-and-drop operation.

1. Navigate to the Company level Workforce Planning tool.
2. Click Assignments and select Gantt (Beta).
3. On your keyboard, press and hold CTRL. Click the assignment bars you want to edit.
   Note: Assignments will move in the same direction by the same duration.
4. Follow steps to edit the assignment dates in one of the following ways:
   • Shorten or extend Assignments
     1. Hover over the last day of the assignment bar on the Gantt chart until you see the arrows.
     2. Click the arrows and move the assignment end date using a drag-and-drop operation.
   • Move Assignments
     1. Click and hold the assignment bar for one of the assignments. Move the assignments to the new date using a drag-and-drop operation.

1. Navigate to the Company level Workforce Planning tool.
2. Click Assignments and select Gantt (Beta).
3. On the list, right click the assignment or the assignment bar and click Delete Assignment.
   Note: You can also hover over the request in the list and click the vertical ellipsis , then select Delete Assignment.
4. Click Delete to confirm.

You can bulk delete assignments by creating a category (or subcategory), moving the assignments into the category, and then deleting the category:

1. Navigate to the Company level Workforce Planning tool.
2. Click Assignments and select Gantt (Beta).
3. Click the vertical ellipsis  next to the project and click Add Category.
   OR
   Click the vertical ellipsis  next to the category and click Add Subcategory.
4. Click and hold the assignment. Move the assignment to hover over the category using a drag-and-drop operation, adding it to the category.
5. Click the vertical ellipsis  next to the category or subcategory and click Delete Category or Delete Subcategory.
6. Click Delete to delete the category or subcategory and the associated requests.

1. Navigate to the company's Workforce Planning tool.
2. Click Assignments and select Gantt (Beta).
3.  The export will reflect the Gantt as its configured on your screen. Follow steps to configure your Gantt view:
   • Configure the Assignment Gantt View
   • Search and Filter the Assignments Gantt
4. Click Export.
5. Select PDF or CSV.
   • If exporting a PDF, select the page size.
6. Click Export to download PDF or CSV.