Separate from your Projects tab, the Global Schedule is where you can see all of your Projects and active Opportunities in one calendar. You can choose which Projects and Opportunities are visible and filter by assignee or by item type!
To access the calendar, click "Schedule" in the navigation on either web or mobile. You can also access the Schedule by clicking "View Schedule" from your Pro Dashboard.
On your mobile device by clicking on the menu and selecting Schedule from the side tab:
Projects and Opportunities
The global Schedule includes two sections: Projects and Opportunities.
On the left side of the calendar, you'll see a list of every Project and Opportunity. Projects are at the top and active Opportunities that have a Planned Schedule along with any Opportunity Tasks are below.
You can decide which Projects and/or Opportunities you want to see in the calendar by toggling the "Select all" button on or off next to each section, or by checking the box next to the Project/Opportunity name.
Projects
Depending on your permissions, the Schedule will allow you to see every active (not archived) project that you're apart of. You can filter by certain item Types that display across your Projects including Phases, Tasks, Selections, Payments, and Change Orders. For Team Owners or Team Admins, you can add yourself to every single Project easily to see all Projects for the company, otherwise you'll only see the ones you're currently invited to.
Opportunities
There are two parts of an Opportunity that are displayed on the Schedule:
Opportunities with a "Planned Schedule" (more on how to add a Planned Schedule to an Opportunity)
Opportunity Tasks with a due date (how to create Tasks within Opportunities)
Opportunities will not appear on the Schedule if:
They've been converted to a project since this indicates that you "won" the Opportunity and are now actively managing the project with the client
They are in the "Won," "Lost," or "Archived" stages (more on how to change the stage of an Opportunity)
Projects and Opportunities are displayed differently on the Schedule to help distinguish between the two:
Projects are displayed with a solid bar
Opportunities are displayed with a stripe pattern and the word "Planned" next to the title, along with a "$" symbol
Opportunity Tasks are displayed the same as Opportunities with a stripe pattern and "$" symbol, but don't include "Planned"
Customize the Schedule
You can customize your schedule to gain more control over how your Projects and Opportunities appear using the Project Settings. This allows you to adjust the color and short code (ie: the letters that appear in bold in front of the full item name in the calendar) for each Project and Opportunity.
To access these settings within either an Opportunity or Project, hover over its name on the left and an ellipses menu will appear. Then click "Project Settings." From here you can select a new color from the provided options, change the short code, or change the Project/Opportunity name if needed.
You can also quickly navigate to the item via the dropdown menu by clicking "Go to Project" or "Go to Opportunity."
Filter the Schedule
Once you select which Projects and Opportunities should be visible, you can utilize the "Assigned To" and "Type" filters using the same "Select All" toggle and/or checkboxes that you used to select your Projects and Opportunities.
For example, if you want to confirm that a specific trade isn't assigned to multiple Tasks across Projects on the same day, you can select them from the Assigned To filter to get a better view of their schedule.
Alternatively, you can check the "Unassigned Items" option to see what remaining Tasks still need to be assigned. This is a great way to see if anyone has too much, or too little, on their plate.
Under the "Type" filter, you can choose what items from your Projects appear in addition to a "Scheduled" Type that includes Opportunities with a Planned Schedule.
Pro tip: when you apply filters, these filters will still be in place if you leave the app and return to BuildBook. Simply click the "x" next to the filter name to reset it.
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