Edition: Enterprise
User-level: Project Manager, Director, Assistant Administrator, System Administrator
Previous steps:
Schedule your project into a Gannt Chart to visualise your project key dates!
Where is the project schedule?
You can access the Project Schedule by:
Organisation menu > projects
Open the project you want to view the schedule for
From the project, go to Project menu > Plan > Schedule
Schedule Actions
Scale project views
Choose to view your projects on a scale of weeks, months, quarters, or years; to zoom in or out of the schedule, this will help you better long or short term plan
Filter stage views
Use the eye icon in the top right hand corner to switch between only showing proposal and active stages and showing all stage statuses.
Export your schedule to PDF or a Microsoft Project file
Use the download icon in the top right to download your project schedule to PDF or MPF.
Select the download format, paper size and layout and then select export and whether you want the table information or just the project gantt chart.
Schedule legend
The key icon in the top right hand corner offers a description of what each of the elements on the schedule mean, this includes colour codes and keyboard shortcuts you can use on the schedule. You can also read the schedule legend here.
Filter the schedule
1.To filter the schedule, select the filter icon on the panel on the left hand side
2.Once you have chosen your filters, select 'Apply filter' on the bottom right of the of the side panel. You can also use Saved filters on the schedule
The filtering options are:
Cost Centre: use this filter to see stages with the selected cost centres.
Discipline: use this filter to see stages with the selected disciplines.
Primary Team: use this filter to show staff resourced to this project that have the selected team as their primary team.
Stage Manager: use this filter to see all Stages with the selected stage manager.
Stage Name: use this filter to see all of the stages with this name. All or part of the stage can be entered in the filter search box.
Stage status: use this filter to see all stages with the selected status.
Team: use this filter to show stages that the selected team or teams has been allocated to.
Unassigned Roles: use this filter to show stages which have a Role with no staff assigned. You can also specify whether these projects start within the next week, next month, or next quarter
Elastic Planning
Synergy's elastic planning means when you edit the project dates:
Any affected child phases will adjust to reflect the new project date.
Any child stages will adjust to reflect the new project date.
Any child tasks will adjust to reflect the new project date.
When you adjust the stage dates:
Adjust the project start/end date to reflect the new stage date
Adjust a parent phase to reflect the new stage date if the stage is under a phase
Adjust tasks within the stage to reflect the new stage date.
Changing the projects dates
When the project is in planning mode, you can adjust the start and/or end dates in two ways
1. Drag either end of the row to the desired date
2. Click and move the entire row to a new date period.
When the project is in delivery mode, you cannot adjust the project start and/or end dates, you can click and move the entire project to a new period or you can adjust the project start and end dates by editing the stage start and end dates.
Changing the stages dates
The start and/or end dates can be adjusted for any stage not marked as complete or unsuccessful by clicking and dragging the start/end of the stage or clicking into the stage and entering a date in the side panel.
Click into the stage and enter start/end date:
Click the stage on the planning board to display the stage panel on the right hand side.
Edit the start and end dates by typing them into the fields or choosing them from the start/end date calendar
Click back into the schedule to save.
You can also adjust the stage dates by:
1.Dragging either end of the stage row to reflect the new start/end date
2. Clicking on the stage and moving the entire row to a new date period
How to add a task
Expand the stage you want to add the task to, by opening it on the menu on the left hand side.
Select the '+' icon to the right of the stage name to add task
3. Type the name of the task in the text field and click out of the text field to save it. You can also press enter to save the current task and add an additional one.
Any changes you make will not be saved, if you leave the task field blank and click out.
You cannot create two tasks with the same name under the same stage.
When you add a task from the schedule, it will have the same dates as its’ parent stage but will be coloured a light blue
Change the task dates
Open the stage that this task sits under by opening the stage in the panel on the left hand side
Resize the pill
This allows you to change just the start or end date of the task by clicking and dragging them.
Hover your cursor over the beginning or the end of the task pill.
Click and drag it to the new date.
Move the entire task
This allows you to move both the start and end date, moving the whole task along the schedule.
Move your cursor to the task.
Click and drag from the middle of the pill to the new date
Using the sidebar
You can manually enter a date or use a calendar selector by clicking on the task and adjusting it in the sidebar.
Click on the task pill and the sidebar on the right will open.
Enter the start or end date you want, or select it using the calendar selector.
Select Save to apply the changes.
Tip: When using the sidebar, if you want to cancel your change without apply it, click on the ellipses at the top right of the sidebar and select Cancel.
Completed tasks on the schedule
The schedule view hides completed tasks by default. To see them on the Gantt, click the show completed icon and the completed tasks will appear. You will see that they appear darker than active tasks.
The tasks in the 'Proposal' stage are marked as done
You are unable to move a completed task.
How do I add a milestone?
Adding a milestone follows the same flow as adding a task. You cannot rename the milestone from the Schedule page. If you need to rename it, do this from the work breakdown.
Expand the stage under which you want to add a milestone.
Hover over the stage name and click on the icon to add the milestone. The new field defaults to a task.
Click on the icon to change it to the milestone icon.
Type the name of the milestone in the field and click out of the field to save it. If you press enter, it will add a new task below the current line.
Any changes you make will not be saved if you leave the milestone field blank and click out.
Edit due date for Milestone
Drag and drop the Milestone icon
1.Expand the stage the milestone is under on the left hand side
2. Drag and drop the diamond Milestone icon
2. Edit the due date in the side panel
1.Expand the stage the milestone is under on the left hand side
2. Click into the milestone icon and edit the dates in the panel on the right-hand side
How to add a to-do
1.Expand the stage you want to add a to-do against on the left hand side
2.Hover over the stage and select the 3 lines to the right of the task you want to add the to-do against
3.Enter the name of the to-do in the text box on the right hand side and press Enter
4.You can open the to-do on the left to assign a staff member
Edit due date for to-do
1.Expand the stage you want to add a to-do against on the left hand side
2.Hover over the stage in the panel on the left and click on the number of to-dos
3.Click into the to-do from the panel on the right hand side > edit the start or due date by using the calendar or typing in a new due date
4.Select save or click back into the schedule
How to view to-dos in the schedule
To-do's are not immediately visible from the Project Schedule. For a minimalistic view they are hidden until you expand the view.
To see your to-dos you need to:
Expand the relevant stage and task from the menu on the left.
Hover over the relevant task, and click on the blue list icon. The sidebar on the right will open up. Any to-do's on that task will then be visible there.
Tips: After expanding the stage, you will be able to see the number of to-do's next to the task name:
This will show you how many to-dos are completed out of the total number of to-dos.
Stage dependencies
Dependencies help you visualise relationships between stages on the schedule. When the start or end of a predecessor or successor stage changes, the dates of the dependent stage in your schedule will automatically update to reflect the change.
Predecessor stage: the stage that needs to be completed before a given stage.
Successor stage: the stage that should commence after a given stage
You can add dependencies by:
Click on a stage to reveal the right-hand panel to see configuration options.
Select either predecessors or successors and then the stage to add this dependency to.
Select save in the bottom right or click out of the side panel
You can view the existing stage dependencies by selecting the dependency icon as seen below
How to apply a template from the project schedule
You can apply a template to a project template and to an existing project from the schedule page.
Click on the project row.
In the sidebar, click on the ellipsis.
Select Apply template.
Type in the name of the template in the autocomplete field OR click in the field and scroll through the templates.
Click to select.
Click apply.
Your new stages are added after your last stage and scaled according to the duration of your project.
Where to next?
Project schedule - resourcing overview
What other features does this relate to?
Project Planning board