> ## Documentation Index > Fetch the complete documentation index at: https://docs.charle.agency/llms.txt > Use this file to discover all available pages before exploring further. # Scheduling Blocks > Configuring, assigning, and managing blocks Scheduling blocks effectively ensures team capacity is allocated appropriately and work is sequenced correctly. This guide covers the full lifecycle of block management. ## Creating blocks ### Accessing Blocks page Click "Blocks" in main navigation Use month navigation to choose planning month Locate client in list Click client row to show their blocks ### Adding a block Button in client header or expanded view Select from menu (Design, Development, QA, Deployment) New block added with default values Click block to set details ### Block restrictions **Core blocks (single instance):** * Design * Development * Deployment * Only one per client per month * Button disabled if already exists **QA blocks (multi-round):** * Internal QA Review * Internal QA Fixes * External QA Fixes * Can add multiple rounds * Auto-numbered (Round 1, Round 2, etc.) If you need a second Development block, consider adding it in a different month or splitting the work. ## Configuring blocks ### Opening configuration Click on any block to open the configuration dialog: * Block details shown * Edit fields available * Save to apply changes ### Assigning team members Select who will do the work: **Assignee dropdown:** * Filtered by work type * Shows only relevant team members * Designers for Design blocks * Developers for Development/Deploy * QA or Developers for QA blocks **Assignment benefits:** * Team member sees block in their schedule * Capacity reserved on their calendar * They can plan around it * Helps prevent over-allocation Assign blocks early so team members can plan their time. Last-minute assignments create scheduling conflicts. ### Scheduling dates Set when work will happen: **Start date:** * When work should begin * Must be within block's month * Can be any day of month **End date:** * When work should complete * Must be after start date * Can extend beyond month if needed **What happens:** * Status changes to "Scheduled" * Block appears in assignee's schedule * Capacity distributed across date range * Timeline visible to team ### Overlap warnings When you select dates that overlap with another block already assigned to the same team member, the system shows a warning: 1. **Warning appears** — An amber alert below the Timeline field tells you how many existing blocks overlap 2. **Review Impact** — Click "Review Impact →" to see details of each overlapping block (client name, block type, date range, and allocated hours) 3. **Confirm** — Check the confirmation box to acknowledge you're happy to schedule overlapping blocks 4. **Save** — The Schedule button enables once you've confirmed Overlapping blocks are allowed — the warning is informational to help you avoid accidentally double-booking a team member. Sometimes concurrent blocks are intentional (e.g. a developer splitting time between two clients). ### Setting status Update status as work progresses: | Status | When to Use | | ----------------- | -------------------------------- | | **Not Scheduled** | Block created but no dates set | | **Scheduled** | Dates assigned, waiting to start | | **In Progress** | Work has begun | | **Completed** | Work finished | | **Late** | Past end date, not complete | Status updates are manual. Update them as work progresses to keep plans current. ## Reordering blocks ### Why reorder? Custom ordering helps: * Match your workflow * Show parallel phases * Highlight priorities * Improve visual clarity ### How to reorder Within a client's month: * Drag blocks up or down * Drop in new position * Order saves automatically * Only affects display **Default order:** 1. Design 2. Development 3. Internal QA Review 4. Internal QA Fixes 5. External QA Fixes 6. Deployment ### Reordering strategies **Sequential workflow:** * Keep default order * Shows typical flow * Clear progression **Parallel work:** * Put concurrent phases together * Design and Development side-by-side * Shows simultaneous work **Priority highlighting:** * Critical blocks first * Helps team focus * Draws attention ## Editing blocks ### What can be edited After creation, you can update: * Assignee * Scheduled dates * Status * Sort order ### What cannot be edited Cannot change: * Block type (delete and recreate instead) * Client (blocks belong to specific client) * Month/year (delete and recreate in different month) * Round number (for QA blocks) ### Making changes Opens configuration dialog Change allocation, assignee, dates, or status Click Save to apply Schedule and capacity update immediately ## Deleting blocks ### When to delete Remove blocks that are: * No longer needed * Created by mistake * Work cancelled * Replaced by different plan ### How to delete Locate in client's blocks list Use delete icon/button Confirm deletion in dialog Capacity released, schedule updated ### What happens when deleted * Block removed from all views * Capacity released * Team member's schedule updated * Time entries remain (not deleted) * Cannot be undone Deleting blocks is permanent. Time already logged is preserved, but the capacity reservation is lost. ## Scheduling strategies ### Strategy 1: Full planning upfront **Approach:** * Add all blocks at month start * Set all allocations and assignments * Schedule full sequence * Clear timeline for team **Best for:** * Predictable projects * Fixed-scope work * Well-understood phases * Teams that plan ahead **Pros:** * Complete visibility * No surprises * Team can plan around it **Cons:** * Less flexible * Changes need updates * Upfront effort required ### Strategy 2: Just-in-time planning **Approach:** * Add blocks as needed * Schedule \~2 weeks ahead * Adjust based on reality * Flexible allocation **Best for:** * Uncertain timelines * Evolving scope * Agile workflows * Dynamic teams **Pros:** * More flexible * Based on actual progress * Less upfront work **Cons:** * Less visibility * Team has shorter notice * Requires active management ### Strategy 3: Hybrid approach **Approach:** * Plan major blocks upfront (Design, Dev) * Add QA blocks as needed * Schedule firm dates 1-2 weeks ahead * Balance planning and flexibility **Best for:** * Most teams * Mix of project and retainer work * Moderate predictability **Pros:** * Good visibility * Reasonably flexible * Practical balance **Cons:** * Requires ongoing attention * Some updates needed ## Blocks in subtask scheduling When scheduling subtasks from the task detail page, the schedule dialog shows available blocks for that client: ### How blocks appear The subtask scheduling dialog displays blocks that match: * The **client** the task belongs to * The **work type** matching the subtask's phase (Design, Development, QA) Each block shows: * Month and year (e.g., "February 2026") * Assigned developer name (or "Unassigned") * Block type label ### Assigned vs unassigned blocks **Assigned blocks:** * Developer is pre-selected when you click the block * System finds their first available date within the block's scheduled date range (e.g. 11th Feb – 2nd Mar) * If the developer is fully booked for the entire block period, the block's start date is selected and a capacity warning is shown — the date is never auto-selected outside the block range * Work scheduled directly to the assigned developer **Unassigned blocks:** * Shows recommended developers for this work type * You choose who to assign based on availability * The subtask gets linked to the block for tracking Scheduling subtasks into blocks ensures work is tracked against the client's allocated capacity for that month. This helps prevent over-scheduling. ### No blocks available If no blocks exist for the client/work type combination: * The dialog shows "No blocks found for this client" * Click "Schedule directly instead" to schedule without a block * Consider adding blocks on the Blocks page for better capacity planning ## Month navigation ### Viewing different months Navigate to plan future months: * Use month navigation arrows * View shows blocks for that month * Can add/edit blocks for future * Past months read-only for most ### Planning ahead **Current month:** * Execute scheduled blocks * Update statuses * Log time **Next month:** * Add blocks * Assign team members * Set tentative dates **2-3 months out:** * Create blocks for known work * Rough allocations * No firm dates yet Plan at least one month ahead to give team members notice and prevent scheduling conflicts. ## Collaboration ### Who can manage blocks Users with permission: * **Project Managers** - Full access * **CSMs** - Full access for their clients * **Managers** - Full access for all clients * **Delivery Team** - View only ### Communication **When adding blocks:** * Consider notifying assignee * Explain context if needed * Confirm availability **When changing blocks:** * Update assignee if dates change * Explain why if major change * Re-confirm if delayed **Status updates:** * Update promptly * Keep team informed * Note blockers or delays ## Best practices Add blocks at start of month for visibility Don't underestimate - include buffer time Give team members advance notice Add multiple QA blocks if testing will iterate Order blocks to match workflow Keep status current as work progresses Tell team when blocks change Ensure team members not over-allocated Check blocks weekly, adjust as needed ## Troubleshooting Core blocks (Design, Development, Deployment) can only be added once per client per month. Check if it already exists. For QA blocks, you can always add another round. Block must be assigned to them AND have scheduled dates. Configure the block with both assignee and dates. Ensure you have permission (PM, CSM, or Manager). If block has already been worked on, consider marking complete instead of deleting. Block types cannot be changed. Delete the incorrect block and create a new one with the right type. Verify block is assigned to correct person, has dates set, and status is not "completed". Check they're looking at the right month. Click "Review Impact →" to see overlapping blocks, then check the confirmation checkbox. The Schedule button enables once you've confirmed. This is a safety measure, not a restriction — overlapping blocks are allowed. ## Next steps Back to blocks overview Learn about different block types Understand hours allocation and tracking See how blocks appear in schedules