How to Create an Hourly Schedule for Your Team in Planfix
An hourly schedule turns a vague sense of who is busy when into a grid you can read at a glance. In Planfix it is a planner list called Schedule, which displays data from a data tag broken down by hour, so an hourly schedule of your team’s workload is built from data your team already records in tasks. This 90-second video walks through the setup, from choosing whose time to show to filtering the finished grid.
What you’ll learn: how to create an hourly schedule in Planfix
- Add a Schedule list to a planner and read the day on a horizontal hourly grid.
- Pick the objects the schedule covers: employees, rooms or equipment.
- Show data from data tags, task fields and custom fields on the grid.
- Get a full schedule for one day, or one object across a whole period.
- Filter by several objects at once and reset the filters when you are done.
How to create an hourly schedule in Planfix, step by step
Step 1. Add a Schedule list to a planner
Open a planner in Planfix, add a list and choose Schedule as its type in the list preferences. Its hourly grid runs horizontally, unlike the Hourly calendar list where the day runs down the screen, and data can be displayed on several lines. That layout is what makes the schedule comfortable to read when you are looking at several people or resources at the same time. One limit worth knowing before you start: the Schedule hourly planner list works only in paid Planfix accounts.
Step 2. Choose whose time the schedule shows
A schedule is built around objects, meaning the employees, rooms or pieces of equipment whose hours you want to see. Open the General information tab, then select and filter the objects whose data the list should display. The selection here decides the rows of your grid, so keep it as narrow as the question you are answering: one department reads far better than the whole company at once.
Step 3. Choose what appears on the grid
Switch to the Data to display tab and specify what exactly should be shown for the selected items. For employee schedules this is usually a data tag, the structured record your team already adds inside tasks to track things like working time. Data tags are not the only source: you can also add task fields to the parameters, including custom fields, so the grid carries the detail that matters in your process.
Step 4. Filter the schedule by date or object
The finished schedule has quick filters built in. Click a date and you get the full schedule for that day; click an object and you get its schedule for all the days in the selected period. You can also filter by several objects at once: click the object field, then enable the filter. To switch any of them off again, click Reset filter.
Example: one day for the team, one week for one person
Two readings of the same list answer most planning questions. Filter by date and you see a full schedule for the day, every object in one grid, hour by hour. That is the view to open before you promise a client a slot or add one more job to today.
Filter by object instead and the grid shows a single employee, room or machine across every day in the period. That is the view for a workload conversation, or for finding the first genuinely free hour next week. Moving between the two is one click, so a single configured list serves both.
Who it’s for
- Team leads: see the whole team’s day on one grid before handing out new work.
- Service and support teams: check who is free this hour instead of asking around.
- Operations and resource managers: read rooms, vehicles and equipment the same way as people.
- HR and finance: build the picture on data tags the team already fills in, with no second system to maintain.
- Anyone planning a week: filter to one person and find the first free hour that is actually free.
FAQ
What is an hourly schedule in Planfix?
It is a type of planner list called Schedule, which displays data from a data tag broken down by hour. Its hourly grid is horizontal, unlike the hourly calendar, and data can appear on several lines, so a team or a set of resources reads in one view.
Can I see the hourly schedule for one employee only?
Yes. Click the object in the schedule and you get its schedule for all the days in the selected time period. You can also enable filtering by several objects at once, and clear any filter with Reset filter.
Is the hourly schedule available on free Planfix accounts?
No. The Schedule hourly planner list works only in paid Planfix accounts.
Start with one team and one week
Pick one team and one data tag it already fills in, add a Schedule list to a planner and look at this week. The same grid later extends to rooms, vehicles and equipment, and it sits naturally next to employee work schedules and time-off calendars. For hourly planning applied to a booking process, see setting up a booking system in Planfix. New to Planfix? Sign up to try it.
