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Introduction to Scheduling

Learn how to generate a schedule from an estimate, manage it on the Gantt chart, assign subcontractors or vendors, and notify everyone assigned.

Overview
Every estimate in Bolster has a schedule, shown as a Gantt chart with your tasks on the left and the matching bars on the right. Bolster drafts the schedule from the estimate for you. You set the start date, then adjust dates, durations, dependencies and assignments, and send schedule notifications to the people assigned.

Before You Begin

  • You need an estimate to build a schedule. The estimate can be booked or still pending.
  • Save your estimate changes before opening the schedule so it uses your latest updates.
  • Assignees come from your subcontractor and vendor list.

Create an Estimate to Schedule (Optional)

If you don't have an estimate yet:

1. In the left-hand menu, click Jobs.

2. Click Pipeline.

3. In the top right corner, click the + button.

4. In Assign job to customer, select Existing customer, then click Choose a customer and select the customer.

5. In Name this job, enter a name for the job.

6. Click Assign customer.

7. Add items to the estimate, for example by selecting a template under AutoCost templates (for example, a kitchen template).

 

Open the Schedule

1. In the left-hand menu, click Jobs.

2. Click Job list and select the estimate. You can also click Pipeline and select it from there.

3. In the top right corner, click Save estimate changes.

4. In the estimate's left sidebar, under Production, click Schedule. A draft schedule loads.

 

Set the Start Date

The draft schedule is marked as draft only until you set a start date.

1. In the top left corner, click Draft only: Set start date. The Set schedule start date window opens.

2. Under Project manager, select who is managing the project.

3. Review or change the Company capacity and PM capacity (the number of jobs at a time). The window also shows the Draft length, Effective capacity, the Next available slot and the Calendar capacity.

4. Under Calendar capacity, select the date you want the schedule to start (for example, October 5). You can also click Use next available.

5. Click Set start date. The schedule is generated from that date and keeps the same structure as the draft.

 

Move Items on the Gantt Chart

The left side lists your tasks, items, materials and labor. The right side shows the matching bars. Scroll left and right to move through the dates.

1. Click and drag a bar to a new date. Everything inside it moves with it. For example, drag the Construction bar to start on October 12.

2. Repeat for any other phase or task you want to move (for example, move Design to October 5).

 

Create and Delete Dependencies

A dependency links two tasks so that when you move the first one, the second moves with it.

1. Drag the end of one task's bar to the beginning of another task's bar (for example, drag the end of Electric or Gas Range Installation to the beginning of Single Wall Oven Installation). This creates the dependency.

2. To delete a dependency, double-click the link between the two bars.

3. In the confirmation message, click OK.

 

Change Start Dates and Durations

Use the columns on the left if you'd rather not drag bars on the right. The bars update to match.

1. In the Duration column, click the duration of a task and enter a new number of days (for example, change 2 days to 5 days).

2. In the Start column, click the start date of a task.

3. In Select start date, choose the new date (for example, the 21st instead of the 19th).

 

Organize Your View

The schedule is grouped into phases (for example, Design, Construction and Post-Construction). Within each phase are construction stages (for example, Cabinets or Plumbing Rough In).

1. Click the + or - sign next to a phase or stage name to expand or collapse it. For example, collapse every phase except Construction to focus on it.

2. To change the order of construction stages, click and hold the six dots at the left of a stage and drag it up or down (for example, move Cabinets above Electrical Rough In).

 

Assign Subcontractors or Vendors

You can assign a whole construction stage or a single task.

1. In the Assign column, click the assign icon on the stage or task. The Assign schedule work window opens.

2. Click Assignee and select a subcontractor or vendor from your list (for example, a plumber or Crew 1).

3. Optionally, change the Crew size.

4. Under Apply assignment to other items in this stage, select any other tasks this assignee is doing, or click Select all.

5. Click Apply assignment.

6. Repeat for other stages or tasks. If different crews do different tasks in the same stage, assign each task separately (for example, Crew 1 for Electric or Gas Range Installation and Single Wall Oven Installation, and Crew 2 for Microwave Installation).

 

Change Schedule Settings

1. In the top right corner of the schedule, click the gear icon (Schedule actions).

2. Click Schedule settings.

3. Under Default work days and Default work hours, set when your crews work.

4. To show the schedule to your customer, turn on Share with customer. This shows the schedule tab in the customer portal.

5. To create or manage schedule templates you can reuse on future jobs, click View and edit templates.

6. Click Save settings.

 

Remove All Dependencies

If you have a lot of dependencies and need to move things around freely, remove them all at once instead of one by one.

1. In the top right corner of the schedule, click the gear icon (Schedule actions).

2. Click Remove all dependencies.

 

Add a Task

1. Expand the stage you want to add a task to (for example, Cabinets).

2. In the Actions column of the task you want the new task to go below, click the + sign. A New task row is added.

3. Double-click the name and enter a name for the task (for example, Demo existing Cabinets).

4. To see the task's details, click into it. From the details window you can also click Mark work complete.

5. In the Assign column, click the assign icon, select an Assignee, then click Apply assignment.

 

Save Changes and Send Schedule Notifications

1. In the top right corner, click the arrow next to Save estimate changes.

2. Click Save schedule changes to save your schedule, or click Send schedule notifications to notify everyone assigned to tasks on the schedule.

Why This Matters

  • Bolster drafts the schedule from your estimate, so you start from your actual tasks instead of a blank chart.
  • Dependencies, the Gantt chart and the Start and Duration columns give you control over moving things around as the job changes.
  • Assigning subcontractors and vendors and sending schedule notifications keeps everyone linked to the schedule up to date.

Summary

Open the estimate, save your estimate changes, and click Schedule under Production. Click Draft only: Set start date to choose the project manager and start date, then adjust the Gantt chart by dragging bars, creating dependencies, or editing the Start and Duration columns. Collapse phases and reorder stages to organize your view, assign stages or tasks in Assign schedule work, use the gear icon for schedule settings and to remove all dependencies, and use the arrow next to Save estimate changes to save schedule changes or send schedule notifications.