Schedule answers a question the timesheet cannot: not what did we do, but what have we already promised, and who has room for more. It sits at /schedule and is open to managers, admins and owners — seeing everybody's workload is a management view rather than a personal one.
Reading the schedule is part of the base product. Creating bookings requires the Schedule add-on, enabled under Settings → Add-ons. The split is deliberate: knowing your current position costs nothing because the data already exists, while planning forward is the paid half.
Capacity — each person's booked hours against the capacity they actually have for the window.
Planned vs tracked — per project, the hours booked against the hours logged, with the variance in hours and as a percentage. This is the comparison a standalone scheduling tool structurally cannot make: it plans against estimates, while your tracked hours are in the same database.
Bookings — the individual commitments, filed under the person each is for, with the controls to add, edit and remove them. Somebody on three projects is one group with three lines, and their booked and unassigned hours for the dates on screen sit beside their name. The list opens with everybody closed — names, counts and hours — so it reads as an overview. Click a name to open that person, or Expand all / Collapse all at the top right to do every one at once. When you add a booking, that person's group opens so you can see it land. Placeholder bookings group under the role they reserve, after everybody with a name.
Capacity excludes everything the person will not be working:
This is the same calculation the Team page uses for utilization, so the two pages agree about what a person's week was worth. See capacity and utilization.
Schedule works out a part-time pattern from two values you have already set: Capacity (hours per week) on the person's Team page, and Hours per day on their leave assignment. Somebody contracted for 20 hours a week with an 8-hour working day works two and a half days.
Both halves matter. Without the day length, 20 hours a week gets spread across five days as four-hour days, and booking that person for a normal working day looks like a 200% overload. With it set, their booked day reads as a full day and their weekly total is measured against the 20 hours they are contracted for. People on a part week are labelled Part-time in the capacity list.
One limit worth knowing: Time Trakkr records how many days a week somebody works, but not which days. Their weekly total is therefore exact, while day-by-day availability assumes any weekday could be one of their working days.
Pick a project, a team member, a date range and hours per day.
Dates. The form opens on the current month. This week, Next week, This month and Next month set both dates in one click, and you can still edit either date afterwards — a booking that starts mid-month is a preset plus one changed date. Weeks run Monday to Sunday; weekends are never counted, so including them costs nothing.
Adding several in a row. After you add a booking, the person, the dates and the hours stay as they were and only the project clears, ready for that person's next project. The dates are also remembered if you reload the page. Changing the dates shown at the top of the page moves the booking dates with them, so what you add next appears in the list you are looking at.
Time remaining. Once you have picked a team member, a panel under the form shows how much of their time is still unassigned for the booking dates — capacity, less approved leave, less what is already booked — and what the booking you are typing would leave. If it would take them past their capacity, it says by how much. It never blocks the booking: overbooking somebody is sometimes the plan, and the point is to do it knowingly. Tentative bookings do not count against the figure.
If the project has an hours budget, the panel also shows how much of that budget has not been booked to anybody yet. This compares the budget with bookings, not with tracked time — it answers "how much of this have we planned", and the project page answers "how much have we spent". A monthly budget is compared with what is booked inside the booking dates; a total budget with everything booked on the project.
The capacity list at the top shows the same unassigned figure for everybody, for the dates on screen.
The same booking twice is refused. A person already booked on a project for exactly those dates cannot be booked again for them — edit the existing booking to change its hours. Different dates on the same project are fine.
Tentative or confirmed. A tentative booking is pipeline — work you are discussing but have not committed to. It appears in the bookings list but is deliberately excluded from capacity, so a shortlist of maybes cannot make somebody look fully booked.
When next month looks like this month, do not re-enter it. Copy from another period… above the booking form copies one period's bookings into another.
Choose where to copy from (last week, last month, or any dates) and where to copy into, and optionally one person. Before anything is created you see the list of bookings it will make, re-dated, and you can untick any you do not want.
How the dates move:
Hours per day, tentative status and placeholder roles all carry over. A booking that already exists in the target for the same person, project and dates is skipped, so copying twice does not double anything. Copying never changes or removes an existing booking, and the two periods cannot overlap.
Placeholder bookings. Leave Select team member unchosen (or pick No one yet — book a role) and pick a role instead — work you know is coming before you know who will do it. A placeholder needs a role: it is the whole point, because the role is what the demand is for.
Roles are managed under Team → Assignments, and the same roles are what you assign to people. That link is what makes the next section work.
When placeholder bookings exist, an Unassigned work section appears, listing per role:
A shortfall is the useful number. "We are overcommitted" is a feeling; "you are 40 hours short of a Developer in April" is a hiring decision, or a reason to decline the work. Nothing else in Time Trakkr can say it, because it needs planned demand and current spare capacity in the same place.
Two details worth knowing:
The section is hidden when no placeholder work exists, rather than showing a table of zeroes — which would read as "nothing needed" when it really means nobody has planned anything.
A day is flagged as overbooked when confirmed bookings exceed what the person has available that day, after leave. Booking somebody during approved leave is the clash most worth catching, because it looks perfectly reasonable on a timeline.
Projects are listed under their client, in name order, with a subtotal for each client. Project names repeat across clients — most agencies have several called "Site Build" or "Monthly Retainer" — and the client is what tells them apart. Clients start closed, showing only their totals. Click a client's name to open its projects, or Expand all / Collapse all above the table for every client at once.
Every figure opens what it is made of:
Planned counts confirmed bookings only; tentative ones are pipeline.
Positive variance means more was worked than planned. Where nothing was scheduled, the percentage is shown as blank rather than as infinity — work tracked against nothing planned is an interesting case in its own right and deserves a real answer rather than a divide-by-zero.
For managers and admins, the assistant can:
It does not create, edit or remove individual bookings: a booking is a commitment of somebody else's time, and that belongs in the app where the capacity picture is in front of you.
Two of these depend on how you are connected. The unassigned-time answer needs a signed-in person, because it reads approved leave dates; and copying a period is an action, so it is not offered to a read-only API-key connection.
Updated 2026-10-01. Still stuck? Contact support or return to the Help Center.