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Day Planner

The Day Planner provides a detailed, hour-by-hour view of all scheduled tasks for a specific day, allowing for precise task management and resource allocation.

Accessing the Day Planner​

  1. Navigate to the "Planning" section in the left sidebar
  2. Select "Day Planner" from the menu
  3. The current day is displayed by default

Day Planner Overview​

The Day Planner displays tasks in a timeline format, showing:

  • All tasks scheduled for the selected day
  • Time slots for each task
  • Task status and priority
  • Assigned team members and equipment
  • Site/venue assignments

Time-Based View​

Tasks are displayed along a timeline showing:

  • Hourly slots: Tasks organized by start time
  • Duration blocks: Visual representation of task length
  • Overlapping tasks: Easily identify resource conflicts
  • Gaps: Spot downtime and optimize schedules

Key Features​

Task Status at a Glance​

Quickly identify task progress:

  • Planned: Tasks scheduled but not started
  • In Progress: Active tasks currently being executed
  • Completed: Finished tasks
  • Overdue: Tasks past their scheduled time
  • Previous/Next Day: Arrow buttons to move between days
  • Date Picker: Jump to any specific date
  • Today Button: Quick return to current day
  • Week/Year View: Switch to broader planning views

Managing Tasks in Day View​

Creating a Task​

  1. Click on a time slot in the planner
  2. Select "Create Task" or click the "+" button
  3. Choose an activity template from your library
  4. Fill in task details:
    • Time and duration
    • Assigned team members
    • Required equipment
    • Site/venue location
  5. Save the task

Editing Tasks​

  • Click on any task to view details
  • Modify time, duration, or assignments
  • Update task status
  • Add notes or attachments

Drag-and-Drop Rescheduling​

  • Click and drag tasks to different time slots
  • Extend or shorten task duration by dragging edges
  • Move tasks to different days (drag to date selector)

Task Filtering​

Filter the Day Planner view by:

  • Site/Venue: Show only tasks for specific locations
  • Team Member: View an individual's schedule
  • Equipment: See when equipment is in use
  • Task Status: Focus on specific statuses
  • Activity Template: Filter by task category

Daily Planning Workflow​

Morning Planning​

  1. Review all tasks scheduled for the day
  2. Check for resource conflicts or gaps
  3. Adjust task times based on actual conditions
  4. Brief team members on their assignments

During the Day​

  1. Monitor task progress in real-time
  2. Update task statuses as work progresses
  3. Reschedule tasks if delays occur
  4. Add urgent tasks as needed

End of Day Review​

  1. Verify all tasks are marked complete or rescheduled
  2. Review any incomplete tasks
  3. Add notes on any issues or observations
  4. Plan carry-over tasks for the next day

Integration with Activity Templates​

When creating tasks, the Day Planner uses your configured activity templates:

  • Templates appear in the selection menu
  • Custom fields from templates are presented
  • Mandatory fields must be completed
  • Equipment and venue requirements are enforced

Mobile Access​

The Day Planner is optimized for mobile devices:

  • Touch-friendly interface
  • Swipe between days
  • Quick status updates
  • Real-time sync with desktop

Best Practices​

  1. Plan Ahead: Schedule tasks at least a day in advance
  2. Buffer Time: Allow buffer time between tasks for transitions
  3. Weather Check: Review weather forecasts when planning outdoor work
  4. Resource Balance: Distribute work evenly across team and equipment
  5. Daily Review: Check the Day Planner each morning for changes
  6. Status Updates: Keep task statuses current throughout the day
  7. Notes: Document any issues or observations in task notes

Common Use Cases​

Event Preparation​

Use Day Planner for detailed event day coordination:

  • Hour-by-hour task sequence
  • Multiple simultaneous activities
  • Tight deadline management
  • Real-time adjustments

Maintenance Operations​

Schedule regular maintenance:

  • Equipment servicing
  • Grounds inspections
  • Treatment applications
  • Preventive care tasks

Emergency Response​

Quickly schedule urgent tasks:

  • Add tasks between scheduled work
  • Reassign resources as needed
  • Track emergency repair progress
  • Document incident timeline

Tips for Effective Day Planning​

Time Allocation​

  • Schedule high-priority tasks during optimal conditions
  • Group similar tasks for efficiency
  • Account for setup and cleanup time
  • Leave flexibility for unexpected issues

Team Coordination​

  • Assign tasks based on skills and availability
  • Balance workload across team members
  • Communicate schedule changes promptly
  • Use task notes for special instructions

Equipment Management​

  • Avoid scheduling overlapping equipment needs
  • Plan equipment maintenance during low-activity periods
  • Include equipment setup time in task duration
  • Track equipment location throughout the day
Quick Task Creation

For recurring daily tasks, create templates in the Activity library to save time when scheduling.

Real-Time Updates

Always update task statuses in real-time. This helps other team members know equipment and resource availability.

The Day Planner is your command center for managing daily operations with precision and flexibility, ensuring every task is executed efficiently and on schedule.