Task management overview

Learn how to use the resource planner tool to manage tasks, allocate and assgin tasks in different views.

Content

Resourcing Tool View

Resourcing task Structure in Heeros PSA

Resourcing tasks in MyDay Dashboard

Resourcing tasks in Time Tracker Calendar View

Description

Heeros PSA's resourcing tool helps you manage your work efficiently. Main and subtasks allow easy control over complicated customer and project structures. You can resource tasks to users on a project base and follow each user’s utilisation rate.

Resourcing Tool View

The resourcing tool is divided into three main views: Grid, Gantt and Task List. You can also view the utilisation rate.

Grid View

Grid View gives you an overall view into your user’s resources. You can make quick changes, as well as manage and update tasks easily by day, week or month, either as percentages or hours.

Gantt View

Gantt View allows you to view task-specific resourcing by project, user, importance, or type. You can resource directly to a user, task type, priority, or unassigned, if you don’t yet know who the task is targeted to.

Create, drag and stretch - edit and follow up easily and effortlessly - Timer makes resourcing visual.

List View

List View shows you all tasks in a list. You can filter them through the search, and make mass edits to tasks.

Utilisation Rate

Utilisation View shows you the users' utilisation rate, and the amount of hours available for resourcing.

Resourcing Task Structure in Heeros PSA

What is a main and sub task?

Heeros PSA uses project management WBS (work breakdown structure) - a way to create a project structure with a hierarchy of deliverables, tasks, and subtasks. It is a tree structure that shows the amount of work required to achieve goals. In a project or contract, a WBS is defined by first becoming a goal and then dividing tasks into manageable parts according to size, duration, and responsibilities (e.g., systems, subsystems, components, tasks, subtasks, and work packages) that include all possible steps to achieve the goal.

You can create main and subtasks and a task structure in Gantt view.

When you create a subtask, Heeros PSA automatically groups them into main and sub tasks in one group. Grouping always starts with the main task, and then comes the first level of the sub task. If you create multiple levels in the same group, they continue the group.

Resourcing tasks in MyDay Dashboard

My Day gives each user an overall look into and control over their personal tasks, and the opportunity to edit or begin a task or mark a task as done.

Resourcing Tasks in Time Tracker Calendar View

You can also create tasks with the Time Tracker tool.

Path: Time Tracker > Calendar

1. Make sure Add markings as tasks is chosen.

   1. Once the choice is activated, markings will become tasks on the calendar. Remove the choice to register hours instead of tasks.

2. Draw a task on the calendar where you wish.

3. Give the task the necessary information.

4. Click on Save.

Viewing Tasks in Calendar View

Path: Time Tracker > Calendar

You can view tasks in Time Tracker by their status.

1. Click on Show in Calendar at the top right corner.

2. Define what you wish to see in Time Tracker’s Calendar View.

   • Time Tracking

   • All Tasks

   • Tasks by status

Manage Tasks in List view

The list view works great for individuals and teams who like to visualise their tasks in a methodical manner.

Utilisation overview

Under Resourcing > Utilisation, you can see your team members' utilisation rates. In the list, you can see each team member's:

• Last name

• First name

• Capacity

• Resourced leaves/vacation

• Available hours

• Resourced hours

• Hours remaining

• Utilisation rate

How to create Tasks in time tracker calendar view

Tasks can also be created from the time tracker view. These tasks are from - to tasks within a 24-hour time span.

Task status can be:

• In progress

• Overdue

• Done

Create a task in the calendar view

1. Activate task creation in the time tracker calendar from the top right corner check box Create entries as tasks.

2. Drag and drop tasks, similar to tracking hours. Once check box activated entries will be made as tasks. Deselect check box to again create time entries.

3. Create a task to multiple users at one time. Simply select users from list and add the assign tag from the three dots icon.

4. By drawing into the calendar, similar like creating a time entry.

How to view tasks in the calendar view

You can easily view tasks in the time tracker calendar view by status. Click on Show in calendar from the top right navigation bar. 

Define what you wish to view in the time tracker calendar view.

• Hour entries

• All tasks

• Tasks by status