> ## 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. # Client Schedule > Plan and schedule work for specific clients The client schedule view helps you plan and manage all work for a specific client. It provides a month-by-month view of capacity, planned work, and scheduled tasks. ## Accessing client schedules Navigate to a client's schedule: 1. Go to **Clients** in the sidebar 2. Select a client 3. Click the **Schedule** tab You'll see three sections: Blocks, Planner, and Tasks. ## Schedule structure The client schedule is organized into three areas: Monthly capacity reservations by work type Tasks planned for the month but not yet scheduled Tasks with scheduled subtasks ## Blocks (capacity reservations) Blocks are monthly capacity allocations for different types of work. ### What are blocks? Blocks reserve team capacity for recurring client work: * **Work type specific** - Design, Development, QA, Deployment * **Monthly allocation** - Hours reserved each month * **Assignee** - Team member assigned to the block * **Scheduled dates** - When work happens within the month ### Block types Visual design work, mockups, prototypes Writing code, building features, backend work QA team testing before client review Fixing bugs found in internal QA Fixing bugs found by client Deploying to production ### Block information Each block shows: * Work type and hours allocated * Assigned team member * Scheduled dates (start and end) * Hours used vs allocated * Status (Not Scheduled, Scheduled, In Progress, Complete) ### Managing blocks **Configure blocks:** 1. Click on a block in the Blocks section 2. Set or update: * Allocated minutes * Assignee * Scheduled dates 3. Save changes Blocks help you: * Reserve capacity for ongoing retainer work * Plan team assignments monthly * Track work against allocations Use blocks for predictable, recurring work types. One-off tasks can be scheduled directly without blocks. ## Planner (tasks to schedule) The Planner shows tasks planned for the month that haven't been scheduled yet. ### What appears in the Planner Tasks with: * `targetMonth` set to current month (or selected month) * No scheduled subtasks yet * Status: not started or in progress ### Adding tasks to the Planner 1. Click **Add Task** in the Planner section 2. Search for tasks in the backlog 3. Select tasks to add 4. Tasks appear in the Planner Tasks are now "planned" for this month and ready to be scheduled. ### Moving tasks to scheduled From the Planner: 1. Open the task 2. Schedule subtasks with dates and assignees 3. Task moves from Planner to Tasks section 4. Work appears on team calendars ## Tasks (scheduled work) The Tasks section shows all tasks with scheduled subtasks for the client. ### Task display Each task row shows: * Task title and ID * Status badge * Number of subtasks * Expand arrow to view subtasks ### Subtasks table When you expand a task, you see all subtasks: **Columns:** * Subtask title * Type (Design, Development, QA, etc.) * Assignee * Scheduled dates * Estimated hours * Status * Actions (edit, complete, log time) ### Reordering tasks Project Managers and CSMs can reorder tasks: 1. Drag task rows up or down 2. Order determines priority 3. Affects scheduling algorithm 4. Save order automatically Task order in the schedule influences the scheduling algorithm. Help desk tickets always have highest priority regardless of order. ## Month navigation Use the month picker to view different periods: Click the month selector at the top See capacity reservations for that month See tasks targeted for that month See scheduled work for that month You can view: * Past months (historical view) * Current month (active work) * Future months (upcoming capacity) ## Schedule health Schedule health indicates how well the month is planned: ### Health calculation ``` Schedule Health = Scheduled Hours ÷ Plan Hours × 100% ``` **Health statuses:** * **On Track** (green) - 90-110% scheduled * **Under Scheduled** (amber) - Less than 90% scheduled * **Over Scheduled** (red) - More than 110% scheduled ### Where to see schedule health **Client Scheduling Table:** * On PM or CSM dashboard * Shows 3 months: current + next 2 * Sortable by health status * Click to navigate to client schedule **Client Profile:** * RAG status may reflect scheduling issues * Hours summary shows current usage ## Capacity planning workflow ### Monthly planning process Check actual hours used vs allocated Set up capacity reservations for the month Move tasks from backlog to this month's planner Assign dates and team members to subtasks Ensure scheduling is 90-110% of allocation ### Balancing work **Under-scheduled (less than 90%):** * Risk: Unused capacity, wasted retainer value * Action: Pull more work from backlog * Consider: Small improvements or tech debt **Over-scheduled (more than 110%):** * Risk: Running out of hours before month-end * Action: Defer lower-priority work * Consider: Discussing upsell with client **On track (90-110%):** * Healthy utilization * Continue monitoring * Adjust as work completes faster/slower Aim for 100% scheduling at the start of each month, accounting for uncertainty. Some work will complete faster (banking) and some slower (overage), balancing out. ## Scheduling best practices Schedule the next month's work by the 25th of current month Set up monthly blocks for predictable capacity needs Check schedule health weekly, not just at month-start Avoid over-scheduling multiple clients in the same week Ensure assignees are aware of their scheduled work Reschedule work when priorities change or capacity shifts ## Team coordination ### PM responsibilities Project Managers: * Schedule work across clients * Balance team capacity * Ensure even workload distribution * Monitor schedule health across portfolio ### CSM responsibilities Customer Success Managers: * Schedule work for assigned clients only * Monitor client hours usage * Discuss capacity with clients * Flag scheduling issues to PMs ### Collaboration PMs and CSMs work together: * CSMs identify client needs and priorities * PMs schedule work considering team capacity * Both monitor schedule health and adjust ## Integration with team schedule Work scheduled on a client's schedule appears on team members' calendars: **When you schedule a subtask:** 1. Assign a team member 2. Set start and end dates 3. Subtask appears on assignee's **My Schedule** 4. Contributes to their daily capacity 5. Visible in team-wide **Schedule** view ## Troubleshooting Ensure you have Project Manager or CSM permissions. Delivery Team members don't have access to client scheduling. Tasks must have `targetMonth` set to appear in the Planner. Set this when creating the task or converting from a quote. Schedule health compares scheduled hours to plan hours, while budget tracking uses billable hours. These can differ due to the billing formula and efficiency banking. Only Project Managers and CSMs can reorder tasks. Make sure you have the appropriate permissions. ## Next steps Learn more about blocks and recurring work Understand task management and subtasks Learn about the team scheduling system Understand capacity planning concepts