Organization-wide scheduling
See every project's schedule on one timeline, then group by project or by assignee to spot conflicts and balance your crew's workload.
Every project has its own Schedule tab, but the sidebar Schedule rolls all of them onto a single timeline — the fastest way to see what your whole company is doing at once.
Open the company-wide schedule
- In the sidebar, click Schedule.
- You'll land on the Schedule page, showing items across the projects you can access. In Gantt, the timeline opens focused on today; scroll left or right to browse other dates.
Group the timeline
Use the Group by dropdown to switch how the rows are organized:
- Choose All tasks (the default) to see every task on its own row, ordered by planned date, with its project beside the task name. Task bars are colored by project, so work from the same project shares a color even when you search. Undated tasks appear at the end without bars.
- Choose Projects to see one row per project, each with a span bar covering its work — a quick portfolio-level overview. Click a project row to open its own schedule.
- Choose Assignees to see one row per assigned person, including project contacts.
Note
Read the workload heatmap (group by Assignees)
When you group by Assignees, each person's row isn't individual bars — it's a workload heatmap showing how many items they're on each day:
- Green — one item that day.
- Amber — two or three items.
- Red — four or more (an overloaded day worth rebalancing).
Click a colored segment to open a popover listing the items active in that window, then click any item to open its details.
Add an item from here
Click Add Task at the bottom of the left pane and pick which project it belongs to in the dialog. (Phases are a per-project concept, so the company-wide view creates items, not phases.)
Use Add To-Do beside it for a checklist item instead. To-do creation requires separate to-do access.
Chart edits stay pending until Publish Draft at the top right. A task dialog's Save saves that task and any new phase selected for it. Other pending chart edits stay unsaved.
Plan daily work in List view
Choose List from the view dropdown to browse tasks by due date (the End date), soonest first, with undated tasks last. Each row shows its dates, assignees and progress. The company-wide list also shows each task's project.
Open Filters to choose Today, Next 7 days, Next 30 days, or Overdue, and optionally an Assignee or Unassigned. Upcoming windows include work already in progress. Overdue shows unfinished tasks whose end date has passed. All dates includes tasks without dates; Clear all filters removes the filters.
Click a task to open its usual details. Editing still requires an explicit Save. Switching views or filtering does not save or discard pending schedule changes. Add Task and Add To-Do remain available below the list when your role allows them.
Switch views and go fullscreen
- The View dropdown switches between Gantt, List, Week, and Month. Week is not offered on phones.
- In Gantt, the magnifying-glass Zoom out / Zoom in buttons beside the view dropdown change the time scale. Critical-path highlighting is available on individual project schedules, not this all-projects view.
- On desktop, Export downloads the schedule as Primavera P6 (XER or XML), Microsoft Project XML, or CSV — pick the format in the dialog that opens. Save pending edits first; export is unavailable while saving or when there are no tasks.
- The Fullscreen toolbar button expands the chart; press Escape to exit.
Don’t see this?
Publish across projects
Click Publish Draft at the top right. Select projects, then choose Review publication. Pending chart edits are saved before the previews open. Review dates, recipients and blockers, then click Publish. Results are reported separately for each project so a blocked project does not hide which others succeeded.
New tasks saved without publication are visible only to their creator. Publishing includes shared schedule changes and your new tasks; it excludes other people's private tasks. External viewers see only published schedules they can access. A task dialog's Save & Publish applies where auto-publish is enabled. Overlap indicators in Gantt and List show the same person's other work that you can access.