The Schedule Tab displays all Resources and Services assigned to the Job, including their scheduled times, statuses, hours, and associated costs. A note at the top of the tab shows which currency Revenue and Costs are displayed in.
This is where you can:
- Add or remove Resources from the Job
- Assign Services to those Resources
- View and edit costs and hours
- Track progress and completion at the Resource level
The Actual Hours recorded against the Resource and the Actuals recorded against the Service are separate. The Resource's Actual Hours determine the Cost, using the rates from their Contract, while the Service Actuals determine what is billed to the client. For example, if an Artist is booked for a full day but only half should be costed, while the client is still billed for the full day, you can record half of the hours as Regular and half as No Cost against the Resource, and the full day's hours against the Service.
Each Resource on a Job has its own Status, using the same Statuses as the Job. Where a Job has more than one Resource, all Resources must be Confirmed before the Job can be Confirmed, and all must be Completed before the Job can be Completed.
Resource
| Field | Description | |
|---|---|---|
| Action | Delete | Removes the Resource from the Job |
| Swap | Swaps the Resource for another | |
| Add | Opens the Services pop-up to add a Service to this Resource on the Job (see below) | |
| Category | The Resource Category, such as People, Room, or Equipment. This determines rate type and scheduling behaviour | |
| Resource | The name of the Resource assigned to the Job. Click the name to open their Resource record | |
| Start/End | The Start and End Time scheduled for this Resource. These may differ from the Job Start/End (e.g. half-day bookings). Click the clock icon to change the date/time | |
| Status | Status | The current booking Status for the Resource (e.g. Pencil, Confirmed, Completed) |
| Status icons | Click to change the Resource's Status to 2nd Pencil, Pencil, Confirmed or Completed | |
| Actual Hours | Regular | The number of standard working hours recorded for the Resource. Calculated at the Regular Day Rate from the Resource's Contract. Click to edit |
| Overtime | The number of hours worked beyond regular time. Calculated at the Overtime Rate from the Resource's Contract. Click to edit | |
| Weekend | The number of hours worked on weekends. Calculated at the Weekend Rate from the Resource's Contract. Click to edit | |
| Lunch | The number of hours recorded as unpaid lunch breaks. Click to edit | |
| No Cost | The number of hours recorded that do not incur any cost (for example, trial or courtesy work). Click to edit | |
| Total | The total of all hours recorded (Regular, Overtime, Weekend, Lunch and No Cost). Updates automatically when any value changes | |
| Cost | The Cost of the Resource, calculated from their Actual Hours and Contract rates | |
| Overhead % | The Overhead percentage from the Resource's Contract Type (e.g. to cover tax or National Insurance) | |
| Overhead | The Overhead amount, calculated from the Cost and Overhead % | |
| Cost Total | The total Cost for the Resource (Cost + Overhead) | |
To add a Service to a Resource on the Job:
- Click the green + in the Resource's Action column
- The Services pop-up will open, showing the Services on the Resource's Services tab, split into Time-Based and Non-Time-Based Services
- Click the blue Service code/name to add it to the Job
- Click Close
The pop-up also shows each Service's Tier, Client Rate and Unit, and how many units have been Quoted and Booked. The Balance shows the Quoted units minus the Booked units, so a negative Balance means more has been booked than quoted.
To add a Service that is not on the Resource's Services tab, click Show All. This lists all valid Services from the Project's Rate Card, with a search box to find the one you need.
Please Note: Unlike the Services list on the Schedule, clicking a Service code/name again in this pop-up adds a second line rather than removing it. To remove a Service from the Job, use Delete in the Service's Action column
Service
Services are split into Time-Based Services (e.g. Day or Hour units) and Non-Time-Based Services (e.g. Each), shown in separate sections on the tab. Each section shows a total for Revenue, Cost, Overhead and Cost Total.
| Field | Description | |
|---|---|---|
| Action | Delete | Removes the Service from the Job |
| No Charge | Marks the Service as non-billable. When selected, the Service remains on the Job for tracking and reporting, but its Revenue is set to zero. Any associated Costs (for example, Resource costs) will still be recorded | |
| Service | The Service name (matches the Quote Service, where applicable). Each Service line can contain multiple Resources | |
| Description | Additional details about the Service or linked Resource | |
| Quote Detail ID | Displays the ID of the linked Quote line for this Service (when enabled). Click to open a pop-up showing matching Quote items, then select the correct one if multiple exist | |
| Booked Units | The number of units booked for this Service, shown in the Service's designated unit from the Rate Card (for example, Day, Week, or Project). Click to edit if adjustments are needed | |
| Actuals | The actual quantity delivered for this Service. For Time-Based Services this is entered in hours, regardless of the Service's designated unit. For Non-Time-Based Services it is entered in the Service's unit (e.g. Each). Used to calculate the Billable Units and Revenue. Click to update if required | |
| Billable Units | The number of units to be billed to the client, shown in the Service's designated unit from the Rate Card. May differ from Actuals if billing adjustments are made | |
| Revenue | The revenue value calculated for this Service from the Quote or adjusted rate | |
| Cost Units | The number of units used to calculate total cost (for example, the number of hours at a given rate) | |
| Cost | Displays the calculated Cost for the Service based on the linked Resource or Contract rate. If the Job has not reached Sent To Accounts, this field can be edited to override the default rate (for example, for half-day or OT adjustments). Manual edits update the total immediately and lock the Cost until cleared | |
| Overhead | The Overhead amount applied from the Rate Card for this Service. Added automatically and included in the Cost Total | |
| Cost Total | The total Cost for the Service (Cost + Overhead) | |
| Invoice Received | Indicates whether an invoice has been received for this Service (Yes or No) | |
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