Teambook For Work and Project Scheduling
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:
- Capacity numbers are outdated
- Schedules need manual recalculation
- 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 (or unassigned)
- Which project it belongs to
- How much time it takes
- When it happens
Bookings live directly on the schedule and update capacity automatically.
Step 1: Schedule work directly on the timeline
To plan work:
- Create a project
- Add bookings for people or roles
- Place the work on specific dates or weeks
As soon as a booking is added:
- The person’s capacity updates
- Overload is visible immediately
- Project hours are tracked automatically
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:
- Click a booking
- Drag it to a new date or week
- Drop it in place
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 unassigned bookings for tentative work
Not all work is confirmed when you plan it.
Unassigned 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 assign it to a person in seconds.
Step 4: Schedule recurring and non-project work
Not all work belongs to client or delivery projects.
To keep plans realistic:
- Create internal or BAU 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 capacity are connected:
- Overbooked users are visible immediately
- 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 unassigned bookings for future or tentative work
- Review capacity while scheduling, not after
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.