> ## 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.

# Overview

> Managing work schedules and team capacity in CharleOS

The Schedule is CharleOS's work allocation system that distributes tasks across team calendars using a priority-based algorithm within daily capacity limits.

## Two schedule views

CharleOS provides two schedule views based on your role:

<CardGroup cols={2}>
  <Card title="My Schedule" icon="user">
    Personal calendar showing your assigned work, capacity, and daily priorities
  </Card>

  <Card title="Team Schedule" icon="users">
    Full team view showing all calendars, client scheduling health, and capacity overview
  </Card>
</CardGroup>

### My Schedule (Delivery Team)

Your personal work calendar showing:

* Work assigned to you
* Daily capacity breakdown
* Today's priorities
* Task status and deadlines

**Access:** Delivery Team members only

### Team Schedule (Managers)

Full team calendar showing:

* All team member calendars
* Client scheduling health
* Team capacity overview
* Scheduling conflicts

**Access:** Project Managers, CSMs, and Managers only

## 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          |

<Info>
  Project tasks display on the schedule for visibility but don't count toward daily capacity since they're tracked separately with phase budgets.
</Info>

## Main features

<CardGroup cols={2}>
  <Card title="Timeline View" icon="chart-gantt">
    Gantt-style calendar with user rows and task bars spanning date ranges
  </Card>

  <Card title="Day Breakdown" icon="list">
    Click any day to see detailed task list, priorities, and capacity usage
  </Card>

  <Card title="Drag-and-Drop" icon="grip-vertical">
    Reorder tasks within days to adjust priorities (PMs/Managers)
  </Card>

  <Card title="Smart Filtering" icon="filter">
    Filter by person, client, status, work type, and date range
  </Card>

  <Card title="Conflict Detection" icon="triangle-exclamation">
    Warns when scheduling new work would push existing tasks
  </Card>

  <Card title="Capacity Indicators" icon="gauge">
    Color-coded badges show daily allocation: green, amber, or red
  </Card>
</CardGroup>

## Scheduling from task pages

In addition to the timeline view, you can schedule subtasks directly from task detail pages:

1. Open a task and go to the **Subtasks** tab
2. Click **Schedule** on any unscheduled subtask
3. The scheduling dialog shows:
   * Available blocks for the client
   * Recommended developers based on work type
   * Timeline panel showing team capacity
4. Select a block or schedule directly
5. Review conflicts if scheduling at capacity
6. Confirm to add work to the schedule

<Tip>
  The subtask scheduling dialog includes the same timeline view as the main schedule, filtered to show relevant team members for that work type.
</Tip>

## How scheduling works

### Priority-based allocation

CharleOS uses a "fill-first" algorithm:

1. Items sorted by priority (lower number = higher priority)
2. Capacity allocated sequentially in priority order
3. Each item gets as much time as possible before moving to next
4. Multi-day items track remaining minutes across days
5. 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                |

<Tip>
  PMs and Managers can override default priorities by drag-and-drop reordering within each day.
</Tip>

## 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

<CardGroup cols={2}>
  <Card title="Budget Planning" icon="calculator">
    PMs use **average** estimates when planning monthly capacity with clients. This is what the client "pays for".
  </Card>

  <Card title="Team Scheduling" icon="calendar">
    The system suggests **score-adjusted** estimates for actual scheduling. This protects team capacity.
  </Card>
</CardGroup>

### 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)

<Tip>
  The suggested estimate appears when scheduling subtasks and help desk tickets. PMs can override it based on their judgment.
</Tip>

## 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:

<CardGroup cols={3}>
  <Card title="Green" icon="circle-check">
    **80-100%** - Healthy allocation
  </Card>

  <Card title="Amber" icon="circle-exclamation">
    **Less than 80%** - Under-allocated
  </Card>

  <Card title="Red" icon="circle-xmark">
    **More than 100%** - Overallocated
  </Card>
</CardGroup>

<Warning>
  Overallocation means more work is scheduled than daily capacity allows. The system prevents this during scheduling but can occur when capacity changes or work takes longer than estimated.
</Warning>

## Accessing schedules

### Navigation

**My Schedule:**

* Sidebar → **My Schedule** (Delivery Team)
* Shows your personal calendar

**Team Schedule:**

* 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   |

<Note>
  Delivery Team members only see their own schedule. They cannot view team schedules or schedule work for others.
</Note>

## Best practices

<CardGroup cols={2}>
  <Card title="Check daily" icon="calendar-day">
    Review your schedule each morning to plan your day
  </Card>

  <Card title="Respect priorities" icon="arrow-up-1-9">
    Work on items in priority order - help desk first, then subtasks
  </Card>

  <Card title="Communicate delays" icon="message">
    If you can't meet a deadline, notify your PM/CSM immediately
  </Card>

  <Card title="Log time accurately" icon="clock">
    Log time as you work to keep actual vs scheduled time accurate
  </Card>

  <Card title="Watch capacity" icon="gauge-high">
    PMs: Avoid overallocation - it creates unrealistic expectations
  </Card>

  <Card title="Schedule ahead" icon="calendar-days">
    Schedule work at the start of each month to ensure capacity
  </Card>
</CardGroup>

## Next steps

<CardGroup cols={2}>
  <Card title="Timeline View" icon="chart-gantt" href="/user-guide/schedule/timeline-view">
    Learn how to navigate the timeline and filter schedules
  </Card>

  <Card title="Day Breakdown" icon="list" href="/user-guide/schedule/day-breakdown">
    Understand the day-by-day view and capacity details
  </Card>

  <Card title="Priority System" icon="arrow-up-1-9" href="/user-guide/schedule/priority-system">
    How priorities work and how to adjust them
  </Card>

  <Card title="Subtasks" icon="list-check" href="/user-guide/tasks/subtasks">
    Learn how to schedule subtasks
  </Card>
</CardGroup>