Dispatch & Scheduling
The Gantt view replaces the Google Sheets resource calendar. One screen shows who's where, when, and doing what.
Find it at Project > All Tasks, then click the Gantt icon (horizontal bars) in the top-right view switcher. Group by Assignees.
Reading the Board
Each row is a team member. Each bar is a task. The color of the bar tells you the type of work:
| Color | Work Type |
|---|---|
| Green | Installs |
| Violet | Preventive Maintenance |
| Orange | Repairs |
| Blue | Refurb & QC |
| Light Blue | Training |
| Red | Emergency Callouts |
| Gray | Shipping & Packing |
The icon at the start of each bar tells you the scheduling status:
| Icon | Status |
|---|---|
| 📋 | Open, needs scheduling |
| ✏️ | Tentatively scheduled |
| ✅ | Confirmed with client |
| ✈️ | Travel booked |
| 🔧 | In progress |
| 📦 | Completed, awaiting closeout |
| ✔️ | Closed |
| ⏸️ | On hold |
Scheduling a Task
- Find a task in the Open stage (the unscheduled pile). You can filter by stage or click an empty slot on the Gantt.
- Assign it to an FSE and set start/end dates
- Move the stage to Tentatively Scheduled
- Once the client confirms, move to Confirmed with Client
- Once flights and hotel are booked, move to Travel Booked
Moving Things Around
Drag and drop on the Gantt:
- Drag left/right to change dates
- Drag up/down to reassign to a different team member
- Click a bar to open the task and edit details
The Twice-Weekly Planning Meeting
This is Bo's tour of the board. Walk through the Gantt left to right:
- What's happening this week? Next week?
- Who's overloaded? Who has gaps?
- Any tentative items that need confirming?
- Any travel that needs booking?
- Any tasks stuck on hold?
Use filters to focus: by project (work type), by assignee, by stage.
Creating a New Task
- Click an empty slot on the Gantt (pre-fills the assignee and date)
- Or go to the project's kanban/list view and create from there
- Pick the right project (Installs, PMs, Repairs, etc.)
- Fill in the task name (e.g., "PM Vibrant America 6x VV")
- It starts in Open until you schedule it
Changing Colors
Project colors are set by the project admin. Go to the project list, click the three-dot menu on a project card, and pick a color dot. That color applies to all tasks in that project on the Gantt.
Stage icons are set in Project > Configuration > Stages. Edit a stage and pick an icon from the dropdown.