Book people day by day

By the end of this workflow the right people are booked on the right days, your foreman stays on the project between tasks, nobody is booked twice, and crews see the plan.

Who does this#

Project managers, superintendents and schedulers. The company-wide People page is for company admins and anyone given master planning; an Editor without it books one project at a time with Book people (not offered on a student's copy or a class board in Training), and someone with master planning publishes. Field accounts don't book. See Who can see and do what.

Before you start#

• The project's tasks are dated and each task's Crew names the trades it needs (see Plan crews and equipment for the weeks ahead).
• Your people are on the company roster on Roster & equipment, each with a trade.
• To book a crew in one move, a company admin or someone with master planning has made a saved crew on the Saved crews tab of Roster & equipment, with the tab's Add crew button (+).

Steps#

Book a person for a few days#

1. 1
   Open People. Choose People in the sidebar and pick 1 wk, or choose Book people on the project's Crew planning page, which opens that project across its whole span.
2. 2
   Find what's short. OPEN WORK along the top lists the tasks still short of people, such as 1 Laborer unfilled. At 1 wk on the company page, each trade's head shows the day's need, how many are booked and how many are free, such as 7 need · 3 booked · 196 free; wider, or for one project, it shows the need alone. Under it, NO CREW lists the tasks with no crew line yet: open one and, in its pane, Add a trade or person… adds a trade to its crew, or books a person from today on.
3. 3
   Book a day. Click the person's day. Under Open this day · Laborer, point at the task, choose This day or Through the task's end in the foot, then click the task or press Enter. People books only the days the line is short, and names any day already full, such as Thu Oct 8 – Fri Oct 9 already full.

4. 4
   Or drag. Drag an OPEN WORK task onto the person's day, drag along their row for a range of days, or drag a bar's end to add or free days. From a task's pane, + Assign person books the short days each person you pick is free.

Book a saved crew#

5. 5
   Show the crews. Set Sections: Trade ▾ to Crew. Each crew heads its people, foreman first.
6. 6
   Open the crew dialog. Choose Book crew… on the crew's head (on the company page, then pick the project), or drag the crew's ⠿ grip onto a project's OPEN WORK day.
7. 7
   Check and book. Set From and Through: End of this window (not in a whole project or one project), End of the project or A date…. Tick Luis Ortega (foreman) stays through the end of the project to keep the foreman there. What this books and Left over show exactly what will happen; press the button, such as Book 5 people. Each person takes the first open line of their trade, one task a day, skipping days they are away or already booked.

Keep someone on the project between tasks#

8. 8
   Book through the end. Open their day, pick a task under Open this day · Laborer, and choose Through the end of the project in the foot. It books a task a day on their free days to the project's end, and makes a stay.
9. 9
   Watch the gaps. A band along their row reads through Fri Oct 23, and a no task box marks each working day with nothing for them. In the pane, No task lists those days, and New in a stay lists a new task short of their trade, with Book Luis Ortega and Fill from Ortega crew….
10. 10
    End it when they leave. Select the person and, under On a stay, choose End stay…, then End stay to confirm. A stay starting today or later is removed; an earlier one ends yesterday. Their bookings don't change.

Fix a double booking#

11. 11
    Find it. Red marks a person booked twice on one day; the pane's Double-booked list names each one, and a click brings the row into view. Someone booked on an empty row of a project is booked on no day there, so a booking like that is never a double booking.
12. 12
    Take one off. Click that day and press Remove this day on the task they shouldn't be on, or drag the bar onto someone else to hand it over.
13. 13
    Avoid it next time. When you book someone who holds another project's task on those days, keep the foot's default, Move off Set fence posts on these days, to free them there in the same step. People only moves someone off a project you can edit.

Publish so crews see it#

14. 14
    Publish a Draft. A booking never publishes. On a Draft project the first booking says Bridge 12 is a Draft — crews see it after you publish. Press Publish… on People and publish in Publish to crews (see Publish the plan crews see). A Live project's crews see each booking once it saves.
15. 15
    Hand out paper. Print ▾ prints the week or a day; a company admin can print Itineraries for the people shown…: one PDF with a week's itinerary for each person shown, up to 50. See Send crews their links and itineraries.

Good to know#

• One step back. Every gesture is one step: Undo on People's action row, or Ctrl/Cmd+Z, takes it back, however many projects it touched.
• Dates never move. Booking never changes a task's dates. If a task moves later, a People booking keeps its days and reads · not on this task's days.
• Teammates. Their bookings show within 30 seconds, on the project open in the editor too. If the editor holds nothing unsaved, it takes their save. If it holds unsaved changes, People shows that project as they saved it, says Kim Walsh saved Bridge 12 — shown here, not yet in your editor; yours will need a review on save and lists the project under Needs attention as Another version saved. Your own unsaved changes to it stay in the editor, hidden on People until the review, and still count when People checks for a double booking. Review there, or the editor's next save, opens the review of what differs. Undo leaves what they changed since, and says so.
• Stays need no publish. A stay reaches the person's Day plan and itinerary at once: on a day with no task they see On Bridge 12 · no task and the site address. See Stays.
• Whole tasks elsewhere. The editor's Crew & equipment… and the Work page's + Assign person book a person for the whole task. To change their days, use Change days on People → in the Work page's task details.
• On a phone, People shows one day at a time: tap a person, pick a task and press Book. Each trade's head shows that day's need, booked and free, such as 2 need · 1 booked · 0 free, red when even everyone free falls short.