Teambook for Work and Project Scheduling

How to plan, adjust, and reschedule work without breaking your plans

Work and project scheduling in Teambook helps you assign work over time, see its impact on capacity instantly, and adapt plans as priorities change.

It replaces static schedules and spreadsheets with a live, visual timeline that stays accurate as things move.

The core problem with scheduling work

In most teams, scheduling breaks down when plans change.

A project moves by one week, someone goes on leave, or a new priority appears. Suddenly:

Schedules need manual recalculation
Capacity numbers are outdated
Changes ripple through multiple tabs or tools

The issue is not planning. It is keeping plans accurate when reality changes.

How scheduling works in Teambook

In Teambook, scheduling is built around bookings.

A booking represents:

Who is doing the work
Which project it belongs to
How much time it takes
When it happens

Bookings live directly on the schedule and update automatically.

Step 1: Schedule work directly on the timeline

To plan work:

Create a project
Add bookings for people using drag & drop over several days or simply click on a cell
Enter some - optionals- details (tasks, location, tentative, recurring pattern, notes...)

As soon as a booking is added:

Overload is visible immediately
Project hours are tracked automatically
The person’s capacity updates

This removes the need to calculate totals manually.

Step 2: Adjust plans with drag and drop

Plans change. Scheduling should not break because of it.

In Teambook:

Mark a booking, drag it to a new date or other person and drop it in place
You may as well extend its duration by dragging the booking border (downwards and to its right)

Capacity, availability, and project totals update instantly.

This makes it easy to:

Move work when priorities shift
Respond to delays or dependencies
Rebalance workloads without rebuilding plans

Step 3: Use tentative bookings for work not yet confirmed

Not all work is confirmed when you plan it.

Tentative bookings let you:

Placeholder future or likely-to-close work
See its impact on team capacity
Avoid committing specific people too early

This is especially useful for:

Sales pipeline planning
Upcoming internal initiatives
Projects waiting for final approval

Once the work is confirmed, you can confirm it in seconds using a simple right click or bulk edit feature.

Step 4: Schedule recurring and non-project work

Not all work belongs to client or delivery projects.

To keep plans realistic:

Create internal projects
Add recurring bookings for meetings, reviews, or support work
Spread this work across the timeline

This ensures scheduled work reflects actual available time, not just theoretical hours.

Step 5: Use scheduling to prevent overload early

Because bookings and user's capacity are connected:

Overbooked users are visible immediately ("overscheduling")
Conflicts appear before work starts
Adjustments can be made proactively

Scheduling becomes a way to avoid problems, not react to them later.

What success looks like

When work and project scheduling is used consistently:

Plans stay accurate as things change
Rescheduling takes minutes instead of hours
Capacity issues are visible before delivery is affected
Teams stop maintaining parallel spreadsheets

Scheduling becomes a living plan instead of a static document.

What to do next

To get value from work and project scheduling:

Plan work directly on the timeline instead of external tools
Use drag and drop to keep schedules up to date
Add tentative bookings for yet to be confirmed work
Review the Analytics section to get relevant KPI so to improve utilisations rate and productivity while maintaining a fair balance within team members.

If you need help structuring projects or bookings for your team, contact support and we can help you set up a scheduling workflow that fits how you plan work today.