Work Planning
How to create, assign, and manage daily tasks for your team using the Gantt planner
Work Planning is your daily task board. You use it to create jobs, assign them to staff, and track progress through the day. It shows a Gantt-style timeline so you can see who is doing what and when.
Work Planning page
This article refers to a live TurfWise screen. Media is omitted here so the written steps stay current across releases.
When would you use this?
- Building tomorrow's task list before the morning briefing
- Assigning jobs to specific staff members with clear time windows
- Checking who is available today (and who is off)
- Tracking task progress and marking jobs done
- Copying a previous day's schedule to save time
What happens when you use it
Every task you create here becomes part of the planning record. Tasks flow into reports, cost tracking, and the AI Scheduler. If you assign a task to someone, it appears on their workload for that day.
When you mark a task as done, it feeds into your weekly report data. If you leave tasks incomplete at the end of the day, they stay as pending and will show up the next time you look at that date.
How to use this page
Choose your view and date
You'll find three views at the top of the page:
- Work Planning (daily Gantt) -- the default view showing a timeline with one row per staff member
- Week Calendar -- a seven-day overview of all tasks
- Month Calendar -- a broader planning view
Use the date arrows to move between days. The selected date is always shown clearly at the top.
Create a task with Quick Add
The Quick Add bar sits below the view switcher. Type a short task description -- for example, Rake Bunkers - Billy and Tom -- and TurfWise will create the task and try to match it against your task templates.
If a template match is found, default values like estimated duration and linked machinery are pulled in automatically.
For more detailed tasks, click the + button to open the full task form.
Fill in task details
The full task form lets you set:
- Title and description -- make the task unambiguous
- Priority -- Low, Medium, High, or Urgent
- Start date and due date -- keeps the schedule realistic
- Assignee -- who is doing the work
- Area/location -- which part of the course
- Estimated effort -- used for capacity planning on the Gantt chart
Clear titles save time later
"Mow greens at 4mm" is far more useful than "Greens work" when you look back in a weekly report or hand over to a deputy.
Check staff availability
The left-hand panel shows your team. Staff who are absent, on leave, or in training are flagged. If you assign a task to someone who is off, the planner warns you about the conflict.
Use the crew filter to narrow the view to a specific team or rota group.
Track progress during the day
Update task statuses as work gets done:
- Pending -- not started yet
- Scheduled -- planned but not begun
- In Progress -- work underway
- Done -- completed
- Cancelled -- removed from the day's workload
- Weather Delayed -- held up by conditions
Use the Complete All button at the end of the day to mark all remaining tasks for that date as done in one go.
Break times are shown on the Gantt chart
If you've configured break times in Settings, they appear as blocked-out slots on the daily Gantt. Tasks are automatically split around breaks so the timeline stays realistic.
What else is on this page?
The Work Planning page includes several tools accessible from the navigation tiles below the header:
- Scheduler -- opens the AI Scheduler for automated task assignment
- Work Board -- a Kanban-style board view
- Daily Log -- quick daily logging
- Capture Stream -- live capture of field observations
- Jobs List -- a flat list view of all tasks
- Spray Logger -- record spray applications (links to the Spray Logger page)
- Export Schedule -- download the current schedule
- Add Absence -- record staff absences so capacity stays accurate
- Shift Patterns / Break Times / Task Settings -- quick links to configuration pages
You'll also find a Day Note editor on the daily view. Use it to jot down anything relevant about the day that doesn't fit into a task -- for example, "Frost lifted by 9am, started work on greens at 9:30."
A daily planning routine that works
Before the briefing
Build today's task list. Use Quick Add for speed, or copy yesterday's schedule if it's similar.
Assign clear owners
Every task should have one person responsible. Tasks without an assignee tend to get missed.
Recheck after changes
If someone calls in sick or the weather changes, update the plan. Remove or reassign tasks before they become overdue.
End of day
Mark completed tasks as done. Reassign anything urgent that didn't get finished. Cancel tasks that are no longer needed. This keeps tomorrow's planning clean.
Common problems and fixes
- "I can't see a staff member on the Gantt chart" -- Check that the person's record has Include in Planning ticked. Staff who are excluded from planning won't show up here.
- "Tasks aren't showing on the right day" -- Make sure the start date on the task matches the date you're viewing. Tasks without a start date won't appear on the Gantt.
- "Quick Add didn't match my template" -- Quick Add matches by task title. If the title doesn't closely match a template name, it creates a plain task instead. You can always edit afterwards.
- "Complete All isn't appearing" -- This button only shows on the daily Gantt view when there are pending tasks for the selected date.
Good habits that prevent issues later
- Update task statuses the same day. Leaving tasks as "pending" when they're actually done makes your weekly report inaccurate.
- Log absences before you start planning. If someone is off and you don't record it, the planner will let you assign tasks to them.
- Use realistic time estimates. Copying old estimates without adjusting them inflates capacity figures and makes the AI Scheduler less useful.
- Don't overload the day with "urgent" tasks. If everything is urgent, nothing is.
Where this fits in TurfWise
Work Planning data feeds into:
- Weekly Reports -- completed tasks and hours are pulled into your report automatically
- AI Scheduler -- uses your task pool, staff availability, and capacity to generate plans
- Cost Reports -- labour hours, materials, and fuel logged against tasks appear in financial reporting
- Staff Performance -- task completion rates contribute to staff analytics
Where to find it
Open Work > Planning from the main navigation, or go directly to /work-planning.