About scheduling reports

Scheduling reports help you plan work and match it to the resources that do it. A resource is anything that does work: a person, a crew, a vehicle, or a piece of equipment.

Two report types work together. The allocation report lays out work on a timeline and tracks what each resource is assigned. The availability report records when each resource can work. A third capability, AI Optimization, weighs your work against every available resource and proposes the best fit it can find within the constraints you set.

Together, these capabilities make up the Smart Scheduling feature.

The allocation report

The allocation report shows your work items on a timeline alongside the resources that can do them. Drag a work item onto a resource to assign it, or use AI Optimization to propose assignments across many work items at once.

Learn more about setting up an allocation report.

The availability report

The availability report records when each resource can work. Set working hours for each resource, save working hours as templates you can reuse, and add exceptions for times a resource is unavailable.

You can have one availability report per app.

Learn more about setting up an availability report.

AI Optimization

AI Optimization proposes assignments based on the constraints you configure in the allocation report, including availability, skills, and cost. It proposes a set of assignments. You review them, change what you want, and save when the result is right. Nothing is assigned until you save.

AI Optimization is on by default in a new allocation report. Your account administrator can turn AI Optimization off for your whole account from the admin console, and your permissions affect whether you can use it.

Learn more about allocating work with AI.

How the reports work together

The availability report supplies working hours and exceptions to the allocation report. Connect the two in allocation report settings, and availability appears on the allocation timeline.

AI Optimization uses that same availability as a constraint, so proposed assignments fall inside each resource's working hours.

Build your reports in order

You can create either report first, but this order means your allocation report has availability to work with from the start:

1. Create an availability report on your resources table, then add working hours and exceptions

2. Create an allocation report on your work table

3. Connect the availability report to your allocation report in its settings

If you already have an allocation report, you can connect an availability report to it at any time.

Send feedback

Select Help improve this report on any scheduling report to tell us what's working and what isn't. Your feedback shapes what changes we make next.