Introduction
Users with "Can view" access to a Board can take advantage of self-scheduling activities in the Workload view for specific events or shifts where this feature is enabled.
Self-Manage Activities
Follow these steps or watch the step-by-step video below to effortlessly self-schedule activities in the Workload view:
Access the Workload View
Start by opening the Workload view for the relevant day. Click on the Workload card within the Board where you have "Can view" access.
Locate Your Event/Shift
Identify the Event/shift where self-scheduling of activities is allowed.
Schedule Activities
Click on the empty spaces within the Event to schedule activities. From the list provided, select the specific activity you wish to plan. You can adjust the start and end times by simply dragging and dropping the outer ends or grabbing the activity and dragging and dropping it to a different time. Additionally, clicking on scheduled activities opens a detailed view where you can update times, the activity type itself, add notes, and toggle the "Free/Busy" option to control how it appears in your connected Google and/or Outlook Calendar.
Save Your Changes
Once you're satisfied with your scheduling updates, click the "Save updates" checkmark button at the bottom right to save your changes.
Enhance Collaboration
To work better with your team and avoid scheduling issues, you can keep an eye on what your colleagues are doing and check the rules set by administrators for staffing. When admins set specific staffing requirements for an activity type, you'll see them marked with a red vertical line next to the activity type in the list next to the chart.
You can also see your team's shared external Google and/or Outlook Calendar Events. Click on a team member to see what's on their calendar. If you want to see everyone's schedules, including your own, you can open all the schedules at once. This helps you plan your activities more effectively, ensuring everyone is on the same page and reducing conflicts.
By bringing in your external events into Soon, you can also prevent scheduling conflicts. This means you have a better overview to avoid scheduling activities that overlap with events in your connected calendar, making your work smoother and more coordinated.
Understanding the Workload Chart
The Workload chart offers a quick overview of coverage throughout the day. When no specific activity is selected, the chart displays three lines: "Capacity" (in black), "Scheduled" (in green), and "Available" (in blue).
The "Capacity" line (black) represents the total number of individuals scheduled for shifts or events throughout the day.
The "Scheduled" line (green) indicates the number of individuals with scheduled activities throughout the day.
The "Available" line (blue) represents individuals without assigned activities for the day.
However, when you select a specific activity type, the chart's lines change to display activity-specific data.
The "Required Staffing" line (red) shows the required number of staff members for that particular activity throughout the day.
The "Scheduled" line displays the number of individuals with that specific activity scheduled throughout the day.
The "Available" line (blue) still represents individuals without scheduled activities for the day.
💡 Pro Tips
Drag and Drop for Easy Adjustments: Effortlessly reschedule activities by dragging and dropping them within the event. Times automatically adjust to prevent overlaps.
Set Default Activity: Save time by using the "Set default activity" option to add the same activity type without repeated selection quickly.
Effortless Navigation and View Syncing: Easily switch between days in the Workload view and hide the graph for a streamlined view. Re-sync your view as needed via the toolbar in the bottom right corner.
Efficient User Search: Use the search bar to locate users swiftly. You can also employ the slash command to search for users with specific activities, streamlining team coordination.
Prerequisites for Self-Scheduling in the Workload View
You must have at least "Can view" Board access.
You must be scheduled or added to an Event for the day you wish to access the Workload view.
Self-scheduling activities must be enabled by the admin for the specific Event(s) you are part of.
Activity Types should be created by the admin for you to choose from.
The Event should not have the "Closed" status to allow self-scheduling.