How to manage the schedule in Poologics

A Guide to all things scheduling: Onsite Consultations, Internal & External Meetings, and scheduling phases of construction

Best Practices!

Where's the Calendar? 

Glad you asked. Go to the left navigation bar and click on the calendar icon.

If you have used Google Calendar or Microsoft Calendars, you'll have a pretty good understanding of how the Poologics calendar works. (Integrations coming soon.)

Key Features & Need to Know Info:

• This is the centralized company calendar. All events that are marked as "Everyone" will be seen by other members of your organization.
• Toggle the Calendar across Day, Week, Month, or Year views
• All opportunity-related events are the same color by default; each project has its own unique color. You can override these settings to be whatever your company standard operating procedures are if you want.
• When you add attendees to an event and hit save, they will receive an email invite that can either be accepted or declined. Use this for communication with subs! Click here to see what their responses were:
• If you need to reschedule, drag and drop the event. This will trigger an email notification to all of the attendees -- they can accept or decline the updated invite.
• Use tags! If you have multiple crews, create a tag for Crew 1, Crew 2, Crew 3, etc.
• Use the filters and search box. Anything that you filter or search can be saved and shared with any other user. Save filtered calendars for crews, salespeople or project managers, excavations, etc. (Also, you can save this search to your dashboard if you want!)
• Set up reoccurring meetings such as the Monday Morning Project Manager Meeting.
• Set up email reminders to be sent to attendees. 
• Hit Ctrl + P or Command + P to generate a pdf or print preview.
• Switch to List Mode, Filter, and Export if need be.

How to schedule throughout the application 

Normally, you'll schedule events from wherever you're working in the application, but you can also simply click a date on the schedule to open the "Create: Event" modal.

Anytime you see the clock icon, you can post something to a calendar. This button shows up on the Opportunity cards, List View of Tasks, Gantt Chart, and many more places throughout the application. 

The clock button performs the same action as the "Schedule Activity" button present in all opportunities, projects, tasks, and financial documents. Click these buttons and choose "Schedule Activity". From here, the user will choose 1 or 2 options to place the event on the Calendar depending on where you are in the application. Use "Meeting" to create an event or if you're scheduling a preconstruction or construction task, use "Phase Event."

Project Scheduling! 

Conceptually, we think about scheduling in three different stages:

1. Determining what needs to be done. (List)
2. Determining when it needs to be done and understanding its current status.
3. Seeing the company calendar, looking for availability, and choosing a date. 

Within projects, we present this concept in three "forms":

1. List - this is an ordered list of all tasks that must be accomplished to close out the project. The list should solve for "what needs to be done next". 

2. Gantt - this is a visual representation of the task lists displaying the TARGET DATES. It's a projection or forecasted view of the schedule. It's unofficial and subject to change. 

3. Calendar - after all of the planning, coordination with subs, and procuring materials, this is when events are ACTUALLY going to happen. What needs to happen next week? Check the calendar. 

How to make scheduling decisions

Every company operates with different constraints, bottlenecks, and staffing. Therefore, processes need to be in place for your team to communicate needs, priority, and a general understanding of how to get behind schedule.. and how to catch up.

Introduction to the Tasks List 

On left navigation bar under "Projects", we have "Tasks" section. This section aggregates all tasks across all projects, and it's to be used by schedulers. By default, this task list filters by the Tasks that are assigned to you. 

As is, this list is simply raw data for users to build out boards and lists for themselves. 

How to Build Out Your Task List

First, choose how you want to filter the list. Common examples include: 

• User filters (Project Managers, My Tasks, etc.)
• Status Filters 
  • Project Status Filters: Queued/Open/Closed
  • Health Status Filters: On Schedule/Behind Schedule
  • Task Type Status Filters: 
    • Phase, Warranty Claim, Financial Task Types: Queued, Planning, Ready/Release, Scheduled, In Progress, Close Out, and Complete
    • Inspection Task Type Statuses: Not Ready, Ready, Requested, Failed, Passed
    • Selection Task Type: Unspecified, Specified, Purchased, Issues, Delivered
• Priority: Highest, High, Normal, Low, Lowest
• Custom Task Tags

Common Groupings include:

• By Project
• By Task Type
• By User
• By Task Priority
• By Custom Task Tags

Once you've added your Filters and Groups, make sure you "Save the Current Search" for later. This will add your preferred view of tasks to the "Favorites" tab, and if you want, you could also add it to your dashboard. 

What can you do from the list? 

Take action! We give you tools to get context, to add additional scope (subtask), schedule the event/an activity, advance the stage, upload documents, or drill down further into the task for more context or sending of messages.