Assignments

An assignment puts a team member on a project for one or more days. It appears as a bar in the person’s row, in the project’s color.

Admins can plan assignments for everyone. Self-Editors can only plan their own. Viewers can open assignments but can’t change them. See Permissions.

Create an assignment

1. In the person’s row, select the day the assignment starts. A small form opens.
2. To plan more than one day, select the last day in the same row. You can also drag across the days instead.
3. Choose a project in the project dropdown.
4. Select Add.

To start over, select Cancel.

An assignment can’t continue into the next year. If your selection crosses the turn of the year, it ends on 31 December.

Blockers

Select Blocker for a preliminary assignment, for example a booking that isn’t confirmed yet. Blockers are shown with stripes.

Create a project from the dropdown

You don’t have to leave the schedule to add a project:

1. In the project dropdown, type the name of the new project.
2. If no project starts with that name, the dropdown offers your text with a plus sign. Select it.

Zeitplan.io creates the project with a random color and selects it. To change the color or add notes, open Projects. Only admins can create projects.

If there are no projects yet, the dropdown shows Create your first project.

View and edit an assignment

Select an assignment to open its details:

Field	What it shows
Assigned to	The team member
Start and End	The first and last day
Blocker	Shown if the assignment is preliminary
Notes	The notes of the assignment
Project	The project, its color and the project notes

To change the assignment:

1. Select the assignment.
2. Select Edit.
3. Change the project, the dates, Blocker or the Notes.
4. Save your changes.

Notes can have several lines. You can only add them here, after the assignment is created.

Change the dates with drag and drop

Drag the left or right edge of an assignment to change its start or end date. This works in the Week, Month and Year views.

• In the Week and Month views, you can only drag within the visible period.
• If an assignment continues beyond the visible period, you can’t drag the edge that is outside the view.

To move an assignment to other dates, open it, select Edit and change the dates.

Move an assignment to another person

Admins can drag an assignment onto another team member. The dates stay the same.

1. Drag the assignment itself, not its edges.
2. Drop it on the other person’s row or name.

The person it came from and the person it moved to both get a notification in Teams.

• On a touch screen, press and hold the assignment before you drag it.
• With the keyboard, move the focus to the assignment with Tab and press Space or Enter to pick it up. Use the arrow keys to move it, and press Space or Enter to drop it. Press Escape to cancel.
• If you move an assignment that belongs to a recurring series, it leaves the series and becomes a single assignment. If it was the first assignment of the series, the next one becomes the first.
• If the move fails, Zeitplan.io shows “The assignment couldn’t be moved. Please try again.”

Copy instead of move

Hold Ctrl while you drag, or Option on macOS, to copy the assignment instead. A + on the dragged assignment shows that you’re copying. The copy has the same dates, project, notes and Blocker setting. It’s never recurring.

Right-click menu

Right-click an assignment for these commands:

Command	What it does
Copy	Copies the assignment, so you can paste it on another day or in another person’s row
Delete	Deletes the assignment right away, without asking
Delete all recurring	Deletes every assignment in a recurring series

You only see the menu for assignments you can edit.

Copy and paste

1. Right-click an assignment and select Copy.
2. Right-click the day where the copy should start, in any row you can edit. Click on a free part of the day, not on another assignment.
3. Select Paste.

The copy has the same project, notes and Blocker setting. It covers the same number of calendar days, weekends included. If it would continue into the next year, it ends on 31 December. A copy is never recurring.

The assignment stays copied, so you can paste it several times. It’s replaced when you copy another assignment and cleared when you reload Zeitplan.io.

To give an assignment to someone else with the same dates, move it instead.

Recurring assignments

Recurring assignments repeat weekly or monthly, for example a weekly team day. They’re available on paid plans only.

1. Create an assignment, or open an existing one and select Edit.
2. Select Recurring. If you’re creating a new assignment, a larger dialog opens.
3. Choose how often the assignment repeats:
   • Weekly: on the same weekday as the start date, every 1 or more weeks.
   • Monthly: on the same day of the month as the start date, for example the 15th, or on the same weekday of the month, for example the 3rd Friday. If the start date is in the last week of the month, you can also choose the last weekday of the month, for example the last Friday.
4. Under Repeat until, choose the last date. The default, and the latest possible date, is 31 December of the same year.
5. Save.

Every repetition is as long as the first assignment. Recurring assignments show a repeat icon next to the project name.

Change a series

• You can change a single assignment of a series, for example its project or dates. This doesn’t affect the others.
• Recurrence settings can only be changed on the first assignment of the series. In any other assignment of the series, select Edit first appointment in series.
• Changing the dates or recurrence settings of the first assignment creates the whole series again. Changes you made to single assignments of the series are lost. Zeitplan.io warns you when you drag the edge of the first assignment.
• You can’t turn off Recurring once it’s set. To remove a series, delete it.

Delete a series

• Delete removes a single assignment of the series.
• Delete all recurring removes all assignments of the series.
• On the first assignment of a series, only Delete all recurring is available.

Protect past assignments

Admins can turn on Prevent editing of assignments that ended in the past in Settings. Then nobody can change, resize, move or delete an assignment whose end date is before today. This includes admins.

• The assignment details show “Editing is disabled because this assignment ended in the past.”
• You can still open past assignments and copy them with the right-click menu.
• Delete all recurring doesn’t work if any assignment of the series ended in the past.

To change a past assignment, an admin has to turn off the setting first.

Notifications

When you create, change, move or delete someone’s assignment, they get a notification in Teams.