Task Scheduler - Overview & Getting Started

Summary

The Task Scheduler is where your team's daily work gets planned and assigned. It gives you a visual grid of who is doing what and when — organized by employee across a date range — so you can see your entire crew's schedule at a glance, spot gaps, and make sure the right tasks are assigned to the right people on the right days.

What the Scheduler Does

At its core, the Task Scheduler answers three questions:

• What project and task needs to be worked?
• Who is doing it?
• When are they doing it?

Each scheduled item is a card that sits in an employee's column on a specific date. Cards can be dragged to different dates or employees, updated with start and stop times, marked complete, and used to log time — all without leaving the scheduler.

Before You Can Schedule

Two things need to be in place before a task can be scheduled:

1. The project must have tasks. Tasks are added to a project on the project's edit page. See Adding Tasks to a Project.
2. The project and task must be in a schedulable status. Each project status has an Allow Scheduling flag. If a project or task is in a status with that flag turned off (like Completed or Billed), it won't appear in the scheduler. See Project & Task Statuses.

The Layout

When you open the Task Scheduler at Scheduler → Task Scheduler, you'll see:

The control bar across the top with buttons to add a new scheduled item, show or hide the filters, show or hide the legend, and go full screen.

The filter panel below the control bar — collapsed by default. This is where you control the date range, which employees are shown, and what tasks or projects to focus on. More on this below.

The schedule grid — the main area of the page. Each row represents an employee. Each column represents a day. The cells where rows and columns intersect are where scheduled items (cards) live.

At the bottom of each cell you'll see a total anticipated hours figure for that employee on that day, and a quick link to add a time entry.

Navigating the Grid

Use the Start Date and Weeks to Show controls in the filter panel to move through time. You can display 1 day up to 8 weeks at a time. Use the Previous Week / Next Week buttons next to the date picker to step forward and back quickly.

Weekends are shaded gray. The current date is highlighted in yellow so it's easy to find where you are.

Scheduling a Task

Method 1 — Add Scheduled Item Button

1. Click Add Scheduled Item at the top of the page.
2. Fill in the form:

1. Click Save. The card appears in the grid under the crew chief on the selected date.

Method 2 — New Schedule Button in the Grid

Each day cell has a New Schedule button at the bottom. Clicking it opens the same form with the date and employee pre-filled based on where you clicked.

Reading a Scheduled Item Card

Each card on the grid shows key information about the scheduled work. Exactly what appears depends on your personal display settings, but by default a card shows:

• Crew member name(s) assigned to the item
• Project number and link to the project
• Task name
• Anticipated hours
• Due dates — color coded: green (on track), yellow/orange (coming up soon), red (overdue)
• Notes if any were entered

Additional indicators you may see on a card:

Moving a Scheduled Item

Drag any card to a different day or a different employee's row to reschedule it. A confirmation prompt appears when you move across dates or employees — confirm to complete the move.

Items with a 🔒 lock icon cannot be dragged. To move a locked item, open it and update the date manually.

You can also reorder cards within the same day by dragging them up or down within a cell — this controls the order in which items appear for that employee on that day.

Filtering the View

Open the filter panel to narrow down what you see. Useful filters when getting started:

• Users — Show only specific team members to declutter a large crew
• Project Number — Find all scheduled dates for a specific project using the Find Dates button
• Schedule Task — Show only items scheduled for a specific task type
• Show Scheduled Only — Hides any employees with no scheduled items in the current date range

Click Search to apply filters. Click Clear to reset.

Personalizing Your Card Display

Click Scheduler Settings in the filter panel to choose what information appears on each card and how large the text and cards are. You can also change the card color scheme — default (blue-grey), by employee color, or by task status color.

These settings are personal to your login and don't affect how other users see the scheduler.

Other Schedulers

The Task Scheduler is one of several scheduling views in Kudurru:

All schedulers pull from the same underlying schedule data — an item created in one view will appear in the others.

Tips for Getting Started

• Start with one week. Set Weeks to Show to 1 and focus on the current week before expanding your view.
• Use anticipated hours. Even a rough estimate gives you the total hours display at the bottom of each cell, which helps you see when someone is over- or under-loaded for a day.
• Don't skip the task setup. If a project doesn't show tasks in the scheduler, check that the project and tasks are in a status with Allow Scheduling turned on, and that tasks have been added to the project.
• Mark items complete on the scheduler, not just the task. Schedule Complete and Task Complete are separate flags. Marking a scheduled item complete clears it visually from the active schedule without necessarily closing the task.