Planner

14 min

The Planner tab in the Resources module displays your team's assigned steps in a day-by-day calendar, organized by person. Use it to reassign steps, adjust due dates, and resolve capacity problems identified in the Workload tab.

For an overview of the Resources module and its prerequisites, see Resource management.

View the calendar grid

The calendar grid displays each team member as a row, with their assigned steps as cards on the day they are due. The People column shows each person's name, job title, time zone, weekly capacity, and utilization percentage for the selected date range. Weekend columns display in a slightly darker shade and are not counted toward capacity. When a team member is over capacity, their entire row displays a red background.

Each step card displays the following:

Step name – Truncated name of the step

Status badge – Current step status (for example, Not Started, In Progress, or Completed)

Ticket ID – Unique identifier for the parent task (for example, TSK-847)

Step label – The step type or name within the workflow (for example, Ideation or Design)

Estimated hours per day – Hours per day allocated to this step (for example, 2h/day)

Reassign a step

Locate the step card in the calendar grid.

Drag the card to a different person's row.

The step's due date remains unchanged, and the estimated hours per day carry over to the new assignee.

Note

Reassigning a step may put the new assignee over capacity. Check their utilization percentage in the People column after reassigning.

Change a step's due date

Locate the step card in the calendar grid and drag it to a different day column.

Navigate the Planner

Set a date range

Click the date range field at the top of the heatmap.

In the date picker, choose a preset range or set a custom range:

Preset options – Click Today, This week, This month, This quarter, Next week, Next month, or Next quarter.

Custom – Click Custom, then select a start date and end date from the calendar (for example, Apr 1 – Apr 30, 2026). The heatmap updates to display the selected range.

Click Today to return the heatmap to the current date.

Filter, save, and reuse views

See Resource management for information on filtering, saving, and applying a saved view on your Planner tab.

Work with step cards

Click a step card's name to open the task flyout on the right side of the calendar. The flyout displays the full task details, including all steps in the Workflow, Comments, and Attachments tabs.

Selecting a step card opens the task flyout. The flyout has three tabs: Workflow, Comments, and Attachments. You can complete the following actions in the task flyout:

Mark a task complete – Click Mark Complete in the upper-right area of the flyout. The task status updates to Completed.

Share a task – Click Share to generate a shareable link to the task or invite collaborators.

Watch a task – Click Manage Watchers to watch the task and receive notifications when it is updated. The number next to the icon shows how many people are currently watching.

Change the task start or due date – Click Task Start Date or Due and select a new date from the date picker.

Use task-level options – Click More (···) in the upper-right area of the flyout to access the following options:

Save as Task Template – Save the task structure as a reusable template.

Edit – Edit the task details.

Copy – Duplicate the task.

Place On Hold – Pause the task.

Archive – Archive the task.

Delete – Permanently delete the task.

Change Start Date – Update the task start date.

Change Due Date – Update the task due date.

Copy GUID – Copy the task's unique identifier to your clipboard.

Manage the workflow

In the Workflow tab of the flyout, click More (···) to access the following options:

Save as workflow template – Click to save the current workflow structure as a new reusable template.

Update workflow template – Click to open the confirmation modal. Click Yes, Update to push changes back to the existing workflow template. Once updated, this action cannot be undone.

Expand all steps – Click to expand all steps in the workflow to show their details at once.

Remove workflow from this task – Click to detach the workflow template from this task.

Work with individual steps

Expand a step in the Workflow tab and complete the following actions on each step:

Set time estimates –

Click Set estimates to open the Set Estimate modal.

Enter the Estimated Total Hours or the Estimated Hours Per Day and click Save.

Set due dates and time – Set the step start date, due date, and the due time. Click Save.

Add assignee – Assign a user or a team member to the step and click Save.

Log time on a step –

Click Log time to open the Log Time modal.

Enter Hours and Minutes and click Save.

Update step status – Click the status drop-down tag list to choose a status (for example, In Progress) for the step.

If a step has a time estimate, you must log time to mark the step as Complete. Complete is disabled until you log time. In Progress and Skip stay available. If your step does not have a time estimate, you can choose between all three statuses, and logging time is optional.

Note

You cannot disable time logging after setting a time estimate. To remove the requirement, remove the step's time estimate, or skip the step. Skip always bypasses time logging. A skipped step displays a gray check mark and counts as complete. If it is the only step in the task, skipping it also completes the task.

Mark a step complete – Click the checkmark to the left of the step name to mark the step complete.

Comment on a step – Click Add comment to add a comment.

Delete a step – Click Delete step to delete it.

Access step-level options – Click More (···) to access the following options:

Save to Library – Toggle on to save this step to your content library.

Approval Required – Toggle on to require approval before the step can be marked complete.

Step Fields – View and edit custom fields on the step.

Add sub-step – Add a sub-step beneath this step.

Add a step

Select + Add Step at the bottom of the Workflow tab to add a new step to the task.

Manage unscoped steps

Unscoped Steps displays a count of steps that are missing one or more required fields, such as an assignee, a due date, or time estimates. Steps must have all three to display in the calendar.

Review and resolve unscoped steps

Click Unscoped Steps to open the panel.

Review the steps listed. Each step shows which required fields are missing.

Select a step and fill in the missing fields directly in the step card.

When a step has an assignee, due date, and time estimates, it moves into the calendar automatically.