You can use Streamtime to effectively schedule your work load. You do this by creating and assigning tasks and then using the Task Calendar (formerly Task Schedule) to see what's on and move tasks around accordingly.

How to setup Task Calendar

To set up Task Schedule go to Setup > My Setup and click on the Add All button. From Streamtime 14 onward, you can also add people one at a time. Just add the order and choose their staff code from the Code dropdown.

This will add the names of all staff members that have a Streamtime license.

If you wish to change the order of staff names simply change the numbers in the Order column to rearrange the order.

Note: the names are initially sorted by department, so by changing the number you’ll be changing the order of the staff within the departments.

Also worth noting is that the Task Calendar is set to show tasks for a certain number of days. To set this you need to go to Setup > System Setup > Jobs and put a figure in the Max Days to Display field. For example if you have 150 as the Max Days to Display then Streamtime will take the ‘Start Date’ of the earliest uncompleted task in the system and display tasks 150 days from that date. So if you have an uncompleted task in your system from January 2013 then Streamtime will only show you tasks up to June 2013.

Note: You can change the Max Days to Display to 365 but please be aware that larger values could have an impact on performance.

Assigning tasks

Now you have setup your Task Calendar you can now assign Tasks to your staff members. There are three ways to assign tasks to staff members in Streamtime, through the Jobs tab, Quotes tab and on the Task Calendar itself.

1. Assigning Tasks in Jobs

Go to the Jobs and find the job you wish to add the Tasks to and then click on the Notes & Tasks tab within that Job.

If you have just created a brand new job in Streamtime, in the Overview tab there will be a quick link to create Tasks - see above.

Once in the Tasks and Notes tab, click on the New Task button.

This will give you a pop up window to create your task.

  1. Select the Task by going to the Task/Material field and clicking on the drop down arrow
    Note:
    These tasks must come from the drop down menu, which is related to the Task/Material column in the Cost Matrix. If you need to create a new Task you must first create it in the Cost Matrix
  2. You will then need to assign estimated time to the task i.e. the amount of time you're giving the staff member to do the task
  3. You can then assign a date and time you wish the person to start the Task. You do not have to assign a time but you will need to assign a date if you want the Task to appear in the Task Calendar
  4. You can then assign a date and time for when the Task is due. Again, you do not have to assign a time but you will need to assign a date if you want the Task to appear in the Task Calendar
  5. You can also add Notes to the task, giving your staff member extra instructions related to that particular task
  6. Once you’ve pulled through the Tasks you can assign a Staff Member by clicking on the drop down arrow in the Staff Member field. If you are not sure who to assign this task to you can leave the Staff Member field blank
  7. Once you've created the task click Save

Alternatively instead of clicking the New Task button you can fill in the relevant fields by clicking in each field and using the drop down menus to create your tasks.

You can add as many tasks as you require on the job.

You can make tasks Billable or Non Billable. When a Job is marked billable,

all Tasks you assign to the job will also be given a billable status.

Likewise if a job is set to a non-billable status,

then the tasks assigned will also be non-billable.

However you can pick and choose which tasks within the Job you wish to be billable or non billable by simply checking the box in the Bill column. A tick in the column means a task is billable, no tick means it’s non-billable. In the example above the task Account Manager is non-billable but the other tasks are all billable.

Now that the tasks are “assigned” when the relevant staff members go into their Me > My Tasks tab, the Tasks will be listed in order of due date, giving them a clear indication of what tasks need to be done when.

The tasks will now also appear in the Task Calendar so you can easily see who is booked and when.

By creating tasks and assigning estimated time this not only lets the staff member know how long they have on each task but by going to the Overview tab you will see Time Estimated vs Time Used on each Job.

2. Assigning Tasks in Job Quoting

If you have already created a client Quote/Estimate in Streamtime then you have already broken the job down into its “Tasks”. So instead of double handling and pulling these through again in the Jobs tab we can actually import these tasks from the Quote area into the job.

To import Tasks from your Quote onto a Job you will need to ensure you have related a Job to your Quote.

If you haven't related a job to the Quote the Related Job box will be empty. To raise a job click the button next to the Related Job box and you can raise a new Job Number or relate the Quote to an existing Job.

Once a job number has been assigned to the Quote/Estimate go to the Related Tasks tab and click Import Tasks from Quote. This will import your Quote items into your Job as Tasks.

Alternatively, you can also import the quote lines into the job from the Job Details > Quotes and Invoices by pressing the "Import Tasks" button next to the quote.

If there are items from your Quote, such as Third Party items, that you do not wish to be part of your task list then you can delete these by clicking the delete icon next to each item.

Note: This will not change your Quote/Estimate, you're just deleting the item from the task list.

You can now assign a staff member and start and due dates to each task.

The Estimated Time is pulled through from the Quote.

If you go to that Job in the Jobs tab and click on Notes & Tasks you will see those tasks are now assigned to the job with the estimated hours from the Quote/Estimate.

Once again, the Tasks will appear on the Task Calendar.

And in the relevant staff member's Me tab.

3. Assigning Tasks in the Task Calendar

Last but not least, you can also assign tasks by going straight to the Task Calendar.

Simply find the person and the date you want to assign the task to and double-click in the space.

A pop up will appear allowing you to select which Job the task is for. 

You can filter by My Active which will show all the "active" jobs you are an owner of.

Ownership is assigned in Jobs > Overview.

Or All Active,

Which will show all jobs with an "active" status.

Click the arrow next to the Job number you wish to create the Task for.

This will give you a new Task window and you can set about creating the task by:

  1. Selecting the Task by going to the Task/Material field and clicking on the drop down arrow
  2. You will then need to assign estimated time to the task i.e. the amount of time you're giving the staff member to do the task
  3. You can then assign a date and time you wish the person to start the Task. You do not have to assign a time but you will need to assign a date if you want the Task to appear in the Task Calendar
  4. You can then assign a date and time for when the Task is due. Again, you do not have to assign a time but you will need to assign a date if you want the Task to appear in the Task Calendar
  5. You can also add Notes to the task, giving your staff member extra instructions related to that particular task
  6. Once you've created the task click Save

Note: a Task, Estimated Time, Start and Due date are required in order for the Task to appear on the Task Calendar.

The Task is now appearing on the Task Calendar.

If you click on the task a pop up will appear with all the Task details.

SPLITTING TASKS

To split a task simply click on the task you wish to split and when the pop up appears click Split Task.

To split a task you can move the slider to determine how you want to split the task. If you leave the slider where it is it'll split the task time 50:50.

Or you can move the slider to determine how you want to split the task. In the example above we've split the task so one task is 3 hours 30 minutes and the other is 6 hours 30 minutes. Once you're done click Split.

You have now created two tasks.

You can now grab the tasks and move them around the Task Calendar. You could keep them assigned to the same person and just move the tasks horizontally so they're scheduled for different days.

Or you can move the tasks vertically so they're assigned to different people. In the example above the task was split in two and is now assigned to Susan Fraser and George Butler.

Unassigned Tasks

Sometimes when you create tasks you may not always know who is available to assign the task to. If you create tasks on a job and do not assign them to a staff member.

They will appear to the right of the Task Calendar under Unassigned Tasks.

When you are ready to assign the task you can grab the task from the Unassigned Tasks list and move it to an opening on the Task Calendar.

In this example the task is now assigned to the staff member, Ruby O'Riley.

If we check the task on the Job we can also see the task has been assigned to someone.

And the task will also appear in the staff member's Me > My Tasks tab.

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