Project Planning Board - Update

The appointment for Robert Howard's site inspection has been added to the project. The task was initially scheduled for October, however Robert was not able to complete this work. Edit the appointment to re-schedule Robert to complete the task.

Complete the following steps:

1. Edit the appointment by locating it in the planning board.
2. Double click the appointment to open the edit window.
3. Use the Start time field to change the start date/time of the appointment by:
   1. Click the calendar button .
   2. Select the date from the calendar.
   3. Select the time from the clock panel.
   4. Click Close.
4. Use the End time field to change the end date/time of the appointment by:
   1. Click the calendar button .
   2. Select the date from the calendar.
   3. Select the time from the clock panel.
   4. Click Close.
5. Click OK on the edit appointment window.
6. The appointment has now been updated to display a different date/time in the project planning board.

Click the image above to view the start time of the appointment being updated.

After checking the Project Capacity Board, the staff member assigned to the task is not available to complete the work. The appointment in the planning board needs to be updated to a staff member that is available.

Complete the following steps:

1. Edit the appointment by locating it in the planning board.
2. Double click the appointment to open the edit window.
3. Select a staff member from the 'staff' drop down list.
4. Click OK.
5. The appointment is assigned to the selected staff member to complete the task on the scheduled date/time.

When planning an appointment the default scheduled hours total used is based on the office/staff calendar settings. This means that if you have set the start / end time of the appointment to be greater than those hours, only the max office hours is shown as the total scheduled time for the appointment in the capacity report. Uncheck the 'Use working hours to calculate capacity' box on a planning board appointment if you want to plan a staff member to work overtime, or outside normal office hours on weekends.

Example: Robert Howard is planning to work extra hours on a project task to meet a deadline. He will be working an 11 hour day to complete the Design work. The normal office hours are set to 8 hours. Unchecking the working hours box on the appointment will show that Robert will work 11 hours instead of 8 hours on this date.

Change the appointment to use working hours by:

1. Open the appointment and uncheck the 'Use working hours to calculate capacity' box.
2. Update the start time and end time of the appointment to include the out of office hours time required.
3. Save and close the appointment.

Click the image above to view the check box on the appointment for scheduled vs working hours.

4. The capacity report and planning board will show this appointment schedule time as the working hours selected.

Click the image above to see the appointment on capacity board using scheduled hours.