This video covers the legacy Schedule section in Everhour — a resource planning view that lets managers assign team members to projects and tasks over a timeline. Note that this section has been superseded by the newer Timeline feature available in current Everhour accounts, which offers deeper integration with project management tools and more flexible workload visualization.
If you're on an older Everhour account or want to understand how the original scheduling workflow was designed, this tutorial walks through all of the key concepts that still underpin how Everhour thinks about capacity and assignment planning.
What's covered in this video
The Schedule section presents a person-centric calendar grid. Each row represents a team member, and each column represents a day. Managers create assignment blocks by dragging onto the grid — specifying which project or task the person should work on, and for how many hours that day. This planned effort is stored separately from actual tracked time, allowing you to compare what was scheduled against what was actually logged at the end of the period. The gap between scheduled and actual hours is your utilization variance, and it's color-coded directly on the grid to make deviations immediately visible.
Setting capacity for each team member is an essential step before the Schedule view becomes useful. Capacity is defined as the expected number of working hours per day — typically eight hours for a full-time employee, or a smaller number for part-time staff and contractors. Once capacity is set, Everhour calculates whether a person is under-scheduled, at capacity, or over-allocated on any given day, and applies color coding accordingly. Managers can switch between a weekly view to plan the upcoming week and a monthly view to review allocation trends over a longer horizon.
Assignments in the Schedule section link to projects, which means the planned hours contribute to the project's budget forecast. If a project has a fixed-hour budget and the scheduled assignments add up to more than that budget, the schedule view makes this overrun visible before work begins — giving managers the opportunity to redistribute work or have a scope conversation with the client early rather than late.
Key features shown
The legacy Schedule section established the core concepts of resource planning that carry through into Everhour's Timeline. The weekly and monthly calendar views give different temporal perspectives on team allocation. Drag-and-drop assignment makes it fast to plan a week's work for the entire team. Color-coded capacity indicators — displaying under, at, and over capacity states — surface allocation problems at a glance without requiring any manual calculation. The comparison between scheduled hours and actual tracked time provides a structured way to review planning accuracy over time, which is useful for improving future estimates and project scoping.
