Planner

The Planner is the forward-looking, visual timeline for all scheduled maintenance and inspection work. It shows what is due, what is projected, and how work is distributed across time, so managers can spot gaps and adjust plans before work becomes overdue. Use the Planner for occurrence-level planning and review; use the Schedules board for day-to-day triage and operational schedule management.

Planner vs Schedules

Planner is a site-wide Gantt-style view. It visualises scheduled occurrences across a 24-month horizon, with rows grouped by category, location, asset model, or asset. Use it when you want to see the full picture of upcoming work, move dates, or review coverage across a quarter or year. Open the options menu in the header to change the grouping or hide inactive plans.

Schedules is a grid and filter board for managing the schedule records themselves. It shows activation status, health, next due dates, and assignment. Use it when you need to create, activate, or deactivate schedules, or focus on schedules that are overdue or missing targets.

The two surfaces work together. Schedules define the rules and rhythm; Planner shows the resulting timeline.

Reading the timeline

Open Operations > Planner to see the Gantt view. Each bar represents a single scheduled occurrence. Bars can show materialised work orders or projected future work that has not yet been generated.

The toolbar includes a Jump to Today control to centre the view on the current date. If you have permission to create schedules, you will also see a New Schedule action. The toolbar also includes an options menu for hiding inactive plans and changing how rows are grouped, plus zoom controls to switch between Year, Quarter, Week, and Day views.

Status is shown on each bar so you can distinguish planned, in-progress, overdue, projected, and completed work at a glance.

When the planner is empty

When there are no rows to display, the Planner hides the timeline header and grid and shows a centered empty state instead of a blank chart.

There are two empty states:

• Filtered empty state — appears when classification filters hide every row. The message says No Work Matches These Filters and offers a Clear Filters action that removes the classification filter and refreshes the view.

• Welcome empty state — appears when there is no scheduled work in the visible 24-month horizon. The message says Nothing Scheduled in This Horizon and lists actions that depend on your permissions: Create Schedule (if you have permission), View Schedules, and Chat to Support.

Both states explain why the planner is empty and give you a direct path forward. The filtered state is a filter issue; the welcome state means no schedules have been created or activated for this horizon yet.

How the Gantt matches work orders to occurrences

The Planner matches each bar to a work order using the schedule’s natural recurrence beat — the unshifted date the occurrence belongs to — rather than the operational date it was executed on. This means a weekend-shifted schedule still shows one bar per beat, and the system does not create duplicate bars when the operational date differs from the recurrence date.

If a work order was created on a shifted operational date rather than the natural recurrence beat, the Gantt can still match it automatically. The system first looks for the natural beat key, then falls back to the operational date when needed, so the bar displays correctly without manual cleanup.

Moving dates and editing occurrences

You can move an occurrence directly from the Planner using the Move Date action. The schedule list also supports editing occurrences, so you can update planned dates when needed.

When you move an occurrence, the bar updates in the timeline and the schedule recalculates the next due date.

Projected work before a work order exists

The Planner shows projected work before a work order is actually generated. This is the gap between a schedule rule and the materialised task.

When you open a projected occurrence, you can view its details and, if you have permission, create the work order from that projection. Once created, the occurrence becomes a real work order and the bar reflects the new status. This is useful for pre-allocating labour or confirming next week’s inspections before the system auto-generates them.

Team Planner and capacity

Team-level capacity planning and workload-balancing features are not yet generally available. They may be enabled under feature flags for early access. The current Planner view focuses on schedule-level and assignee-level timelines rather than team capacity.

Related guides

Use the planned work timeline controls shows how to change the view, hide inactive plans, and read the new row indicators.

Asset Management explains how to view work order history for assets and set up scheduled maintenance.

Creating Work Orders from Issues or Requests covers converting service desk items into scheduled work.