staff Scheduling
See who’s scheduled & what they’re working
View scheduled projects, production jobs and tasks against individual staff members.
See what each person has been allocated, identify scheduled tasks that are still unassigned, and move work between staff as allocations change.
Overview
Schedule tasks against individual staff
Staff scheduling gets harder when you’re managing multiple jobs, changing priorities and a workshop full of people.
Each staff member has their own schedule, showing the work assigned to them across the timeline. Unassigned scheduled tasks can also be displayed so you can identify work that still needs someone allocated.
Use the Staff Schedule to review existing allocations, assign work to available staff and change allocations when the schedule changes.
How it runs
From unassigned task to scheduled team member.
01
See the Work
02
Find Unassigned Tasks
03
Assign Your Team
04
Reallocate as Things Change
05
Keep Work Moving
The problem
Stop scheduling the team in your head.
A job changes. Someone finishes early and another tasks runs over.
When staff scheduling lives across spreadsheets, whiteboards and conversations, working out who is available and where the next job should go quickly becomes another job in itself.
WorkGuru puts scheduled project and production tasks against the people responsible for them, giving you a clearer view of how work is allocated across the team.
What’s inside
Everything you need to keep the team scheduled.
01
Drag-and-Drop Staff Allocation
Assign unallocated work to staff or move tasks between team members as priorities and availability change.
02
Unassigned Task Visibility
See scheduled tasks that haven’t yet been allocated to a staff member.
03
Team & Staff Filters
Filter the schedule by team or individual staff member when you only need to see part of the workforce.
04
Project & Job Filters
Narrow the schedule by project manager, project or production job, client and status.
05
Schedule Across Your Team
Assign tasks to more than one person when several team members are working on the same project or production-job task.
Capabilities
What it does
Capability
Your team’s workload in one view.
WorkGuru’s Staff Schedule displays active staff alongside their scheduled tasks, project due dates and unassigned work, helping you see how work is distributed across the team.
Capability
Reassign and adjust scheduled work.
Drag unassigned tasks onto a staff member to allocate the work, or move scheduled tasks between staff members to change who they’re assigned to. Extend or shorten tasks across the schedule to adjust the number of days allocated to the work.
Capability
Schedule a task across multiple staff members.
Allocate the same task to multiple staff members when more than one person is required. Changes to the shared task schedule are reflected across the schedules of each staff member assigned to it.
Staff scheduling doesn’t
work in isolation.
Gantt Scheduling
Plan when projects and tasks need to happen before allocating the work across your team.
Explore Gantt Scheduling →Calendar Scheduling
Take scheduling down to exact start and finish times when staff need a detailed daily plan.
Explore Calendar Scheduling →Project Management
Keep scheduled work connected to the projects your team is delivering.
Explore Project Management →Task Management
Break larger jobs into individual pieces of work that can be scheduled and allocated.
Explore Task Management →Timesheets
Track the actual time spent completing scheduled work against your jobs.
Explore Timesheets →Work Areas
Organise scheduled work around the workshop areas, bays and resources your team needs to complete the job.
Explore Work Areas →Day to day
What it looks like on a normal day
Someone finishes early
Move the next scheduled task onto them and keep work moving.
A priority job comes in
Reallocate work between team members to make room for it.
You need to know who’s doing what
See scheduled tasks against individual staff members in one view.
built for
Staff scheduling for Fabrication, Manufacturing and Project-based Businesses.
Fabrication
Allocate fabricators, welders and workshop staff to upcoming jobs and see where workloads or availability may clash.
Fabrication Staff Scheduling →Manufacturing
Plan production work around the people available and keep staff allocation connected to jobs, tasks and changing priorities.
Manufacturing Staff Scheduling →Structural Steel
Schedule workshop teams across fabrication tasks, project stages and deadlines without relying on separate spreadsheets or whiteboards.
Structural Steel Staff Scheduling →Engineering
Allocate engineers and project staff across jobs and tasks while keeping upcoming workloads, availability and delivery dates visible.
Engineering Staff Scheduling →Don’t see your industry? View more industries using WorkGuru →
FAQs
Common questions & Objections
“Our schedule changes all the time. Won’t it just be out of date?”
That’s exactly why the schedule needs to be easy to change.
Drag, drop, extend or shorten projects and tasks as dates move rather than rebuilding your plan somewhere else.
“What happens when a task hasn’t been assigned to anyone?”
WorkGuru can show unassigned scheduled tasks separately, making it easier to spot work that still needs someone allocated before it gets missed.
“We’ve got too many jobs going at once. Will the schedule get messy?”
You can filter the Staff Schedule by team, staff member, project or production job, client, status and project manager — so you can focus on the work you actually need to manage.
FAQs
Staff Scheduling Software FAQs
What is staff scheduling software?
Staff scheduling software helps businesses plan and allocate work across their team. In WorkGuru, Staff Scheduling shows project and production-job tasks against staff so managers can see assigned work, unassigned tasks and upcoming schedules.
Can WorkGuru assign tasks to individual staff?
Yes. Scheduled tasks can be assigned to staff from the Staff Schedule and moved between team members using drag and drop.
Can I see unassigned tasks?
Yes. WorkGuru can display scheduled tasks within the selected period that haven’t yet been allocated to a staff member.
Can I reassign work when the schedule changes?
Yes. Tasks can be moved between staff, and their duration can be extended or contracted to reschedule the work.
Can multiple staff be assigned to the same task?
Yes. WorkGuru supports assigning project and production-job tasks to multiple staff members.
Can staff see scheduled work on mobile?
For exact start and finish times, WorkGuru provides Calendar Scheduling. Calendar assignments can also be viewed from the Staff Schedule.
Can WorkGuru schedule staff to specific times?
Gantt Scheduling provides a day-by-day visual timeline for projects, production jobs and tasks. Calendar Scheduling provides more detailed scheduling where tasks and staff can be allocated specific start and finish times during the day.
See what your team’s schedule could look like in WorkGuru.
Bring us one of your current jobs and we’ll show you how its tasks could be scheduled, allocated and adjusted across your team in WorkGuru.