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. There are three ways to create and assign tasks to staff members in Streamtime, through the Jobs tab, Quotes tab and on the Task Calendar itself.

1. Creating Tasks in Jobs

Go to the Jobs tab 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

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

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, their Tasks will be listed, giving them a clear indication of what tasks need to be done and 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. Importing Tasks from Quotes

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 recreating these again in the Jobs area we can actually import these tasks from the Quote 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

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. Creating 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. For more information on Statuses please refer to our help centre

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 modify the specific date and time you wish the person to start the Task.

4. You can then assign a date and time for when the Task is due. You do not have to assign a time but assigning a due date is quite important for prioritising work.

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

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.

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