Assigning tasks to your staff

In PlanMan, everything revolves round projects. Projects have stages and stages can have dates (but don’t have to).

What does all that mean?

Think of a project as a list of things that needs to be done. These “things” are the project stages.

Each stage can have dates assigned to them. A date is basically a reminder that something is going to or is expected to happen at a given date and time.

So, a date could be the date you are expecting some planning documents to be ready, it could be the date you are going to site to view the project, and so on.

A project stage date has various options.

• Title – This is the title of the thing that is happening
• Start date- The date it’s happening on
• Start time – The time it’s happening at
• End date – The end date (can be spread over multiple days)
• End time – The end time
• Public – Check this option and your client that the project is for will be able to see this date in the client portal.
• Reminder – Check this option and PlanMan will send you a reminder email on the morning of the date.
• Completed – Check this to mark the thing as completed.

On your dashboard, there is a calendar. When you assign a project stage to someone, it will show any relevant dates on their calendar. You can select between a monthly/weekly/daily view of everything coming up.

Time Tracking

When you create a quote, each quote stage (same as project stage) can have an estimated “hours” value assigned to it. This is how long you think this stage should take to complete.

When a client accepts the quote, all the details are copied into a new project, along with those estimated stage hours.

Then, when the staff member is working on the project stage, they can set “actual” hours of how long a stage took. This is so you can compare them in the time recording report.

Clicking on the “Hours Spent” on your dashboard allows you to quickly update them.