This article answers common questions about schedules, including tasks, critical paths, worksheets, reports, and automated notifications.
Tasks and Critical Paths
What is the difference between summation tasks and CP tasks?
Summation (SUM) tasks are used when the Cost Centers in the Critical Path do not match the Cost Centers in the Schedule Template or Job Schedule. This allows for proper alignment between different cost center structures.
How do critical path adjustments flow through to existing jobs and templates?
Stage name changes will flow through directly to existing jobs and templates. However, changes to the Contract Start date logic will not automatically flow through to existing jobs or templates.
Worksheets and Job Schedules
How does the worksheet flow back through job schedules?
The relationship between worksheets and job schedules differs by phase:
Preconstruction: The date in the worksheet is not the Task End date, but rather the date when the task was marked as Done.
Construction: There is no automatic flow to the job schedule regarding task start and end dates.
Reports
What reports are available in the schedule system?
Vendor Report
Shows all orders for a specific supplier/subcontractor (e.g., ABC Plumbing Pty Ltd)
Access via: Schedules > Construction > File > Vendor Report
Dates highlighted in red indicate when a vendor is scheduled for multiple jobs on the same day
Supervisor Schedule by Cost Center
Shows all orders for a specific Cost Center (e.g., CC200)
Useful for tracking supervisor workload
Job Schedule Report
Includes task notes and details for individual jobs
When should I send out vendor reports?
Vendor reports are typically sent out the day after the Construction meeting and after Supervisors have updated all their schedules. We recommend sending out the Vendor Report for the next 6 weeks on a weekly basis after all schedules have been updated.
Does the description field appear on any reports?
No, the description field does not appear on any reports. Only the 'Name' field is included in the schedule reports.
Do notes get printed on reports?
Yes, notes are printed on the Job Schedule Report. They also appear as notifications for anyone viewing the schedule.
Subcontractors and Suppliers
What is the subcontractors/suppliers area used for?
The subcontractors/suppliers area is used only for the Job Progress Report. It is not used for default trades in the Vendor and Supervisors Weekly Progress reports.
Email Notifications and Automated Triggers
What automatic email triggers are built into the schedule system?
The following schedule-related emails are sent when initiated by a user:
Job Orders
Job Progress updates
Supervisor Schedule Updates
Vendor Reports
Automatic trigger: Job Order Delivery Date Updated emails are sent automatically when this feature is turned on by the vendor and the Start Date is changed to a future date and processed.
What happens when a new maintenance task is created?
When a new maintenance task is created, the system automatically sends a calendar invite to the supplier.
File Attachments
What is the maximum file size for attachments in emails?
When you initiate an action that sends a report or email with an attachment (sent from your Gmail account), the maximum file size is 20MB. This limit is governed by Gmail.
What happens if my file exceeds 20MB?
If the file size exceeds 20MB, the attachments will automatically be converted to a Google Drive link and included in the body of the email instead.