Two schedule views
CharleOS provides two schedule views based on your role:My Schedule
Personal calendar showing your assigned work, capacity, and daily priorities
Team Schedule
Full team view showing all calendars, client scheduling health, and capacity overview
My Schedule (Delivery Team)
Your personal work calendar showing:- Work assigned to you
- Daily capacity breakdown
- Today’s priorities
- Task status and deadlines
Team Schedule (Managers)
Full team calendar showing:- All team member calendars
- Client scheduling health
- Team capacity overview
- Scheduling conflicts
What gets scheduled
Different items appear on the schedule:| Item Type | Counts Toward Capacity | Scheduling |
|---|---|---|
| Subtasks | ✅ Yes | Shows allocated time |
| Help Desk Tickets | ✅ Yes (highest priority) | Shows allocated time |
| Project Tasks | ❌ No (display only) | Shows “N/A” |
| Blocks | ✅ Yes (capacity container) | Shows allocated hours |
| Leave | N/A | Red ban icon |
| Bank Holidays | N/A | Red ban icon |
Project tasks display on the schedule for visibility but don’t count toward daily capacity since they’re tracked separately with phase budgets.
Main features
Timeline View
Gantt-style calendar with user rows and task bars spanning date ranges
Day Breakdown
Click any day to see detailed task list, priorities, and capacity usage
Drag-and-Drop
Reorder tasks within days to adjust priorities (PMs/Managers)
Smart Filtering
Filter by person, client, status, work type, and date range
Conflict Detection
Warns when scheduling new work would push existing tasks
Capacity Indicators
Color-coded badges show daily allocation: green, amber, or red
Scheduling from task pages
In addition to the timeline view, you can schedule subtasks directly from task detail pages:- Open a task and go to the Subtasks tab
- Click Schedule on any unscheduled subtask
- The scheduling dialog shows:
- Available blocks for the client
- Recommended developers based on work type
- Timeline panel showing team capacity
- Select a block or schedule directly
- Review conflicts if scheduling at capacity
- Confirm to add work to the schedule
How scheduling works
Priority-based allocation
CharleOS uses a “fill-first” algorithm:- Items sorted by priority (lower number = higher priority)
- Capacity allocated sequentially in priority order
- Each item gets as much time as possible before moving to next
- Multi-day items track remaining minutes across days
- Daily total cannot exceed capacity
Default priority tiers
| Priority | Item Type | Example |
|---|---|---|
| Highest | Help desk tickets | Always prioritized first |
| High | Work-in-progress multi-day items | Task that started Monday (it’s Wednesday) |
| Medium | Single-day items starting today | 2hr task scheduled for today only |
| Low | New multi-day items starting today | 8hr task starting today, ends tomorrow |
| Lowest | Future items | Items starting after today |
Intelligent Scheduling Estimates
CharleOS uses client deliverability scores to suggest more accurate scheduling estimates.How It Works
When scheduling subtasks, the system considers:- T-shirt size average: The quoted estimate from sizing
- Client deliverability score: Historical performance for this client
- Score confidence: Reliability based on sample size
Two-Layer Planning
Budget Planning
PMs use average estimates when planning monthly capacity with clients. This is what the client “pays for”.
Team Scheduling
The system suggests score-adjusted estimates for actual scheduling. This protects team capacity.
Example
For a Medium task (4.5 hour average):| Client Score | Scheduling Suggestion | Reason |
|---|---|---|
| 1.00 | 4.5 hours | On target - use average |
| 1.20 | 5.4 hours | 20% slower - schedule more time |
| 0.85 | 3.8 hours | 15% faster - can be tighter |
| New client | 6 hours | No data - use maximum |
When Scores Apply
- ✅ Medium/High confidence: Score-adjusted estimates used
- ❌ Low confidence or new client: Maximum estimate used (conservative)
Daily capacity
Capacity calculation
Default daily capacity:- 6.5 hours (390 minutes) for developers
- 7.5 hours (450 minutes) for other roles
- Role-based capacity applied automatically
- Reduced by half-day leave (50%)
- Zero on bank holidays or full-day leave
Capacity indicators
Days show color-coded allocation badges:Green
80-100% - Healthy allocation
Amber
Less than 80% - Under-allocated
Red
More than 100% - Overallocated
Accessing schedules
Navigation
My Schedule:- Sidebar → My Schedule (Delivery Team)
- Shows your personal calendar
- Sidebar → Schedule (PMs/Managers)
- Shows full team calendars
Keyboard shortcuts
- Cmd/Ctrl + Shift + F - Open filters
- Escape - Close dialogs
Auto-refresh
Schedules refresh automatically:- Every 30 seconds
- When browser tab regains focus
- After scheduling actions
Schedule permissions
| Action | Delivery Team | PM | CSM | Manager |
|---|---|---|---|---|
| View My Schedule | ✅ Yes | ✅ Yes | ✅ Yes | ✅ Yes |
| View Team Schedule | ❌ No | ✅ Yes | ✅ Yes | ✅ Yes |
| Schedule Work | ❌ No | ✅ Yes | ✅ Yes | ✅ Yes |
| Reorder Priorities | ❌ No | ✅ Yes | ✅ Yes | ✅ Yes |
| View Conflicts | ❌ No | ✅ Yes | ✅ Yes | ✅ Yes |
Delivery Team members only see their own schedule. They cannot view team schedules or schedule work for others.
Best practices
Check daily
Review your schedule each morning to plan your day
Respect priorities
Work on items in priority order - help desk first, then subtasks
Communicate delays
If you can’t meet a deadline, notify your PM/CSM immediately
Log time accurately
Log time as you work to keep actual vs scheduled time accurate
Watch capacity
PMs: Avoid overallocation - it creates unrealistic expectations
Schedule ahead
Schedule work at the start of each month to ensure capacity
Next steps
Timeline View
Learn how to navigate the timeline and filter schedules
Day Breakdown
Understand the day-by-day view and capacity details
Priority System
How priorities work and how to adjust them
Subtasks
Learn how to schedule subtasks