Time Blocking
planned
Zachary Martin
If I have a task that will take 8 hours to allow me to schedule 4 hours for Monday and 4 hours for Tues. (Roel)
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Ricardo Clerigo
Hey folks - Ricardo here, Head of Calendar here at ClickUp 👋 📆
Wanted to share a video update with how we're thinking about calendar and its connection to time blocking and time tracking.
Check it out:
https://www.loom.com/share/297c6d5e34b84312be2838b89fdfa0b9?sid=f3b608db-f021-47d4-9f67-4f8316cba002
Would love to hear your feedback.
Link to join the new ClickUp calendar waitlist is https://dev-forms.clickup.com/333/f/ad-1564957/K0PG016NG26J9MKLD7
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Robert McLellan
Ricardo Cabrera / Ricardo Cabrera - I'm excited for the new feature, and would love to try it. I'm curious if your team considered something called "Themed Time Blocking" as well. TLDR version is you schedule task filters for timeslots, and it schedules those tasks across the timeslots.
The idea is, instead of tasks being slotted in from the priority que automatically, you would "paint" your calendar with availability for certain types of tasks based on priority, tag etc. Then essentially your product would work in the same way and, according to a rule set, assign tasks that match the requirements of that section you painted.
The advantage to the user is they can assign certain times for certain types of tasks and have them automatically slotted into that time section. So instead of picking and choosing tasks, you set up rules and availability and your schedule is created for you.
Please let me know if I could describe this futher. I recently discovered another product which does this really well (I didn't think you want me to share it here) and can pass that along if you're interested.
Tim Jasper
It would be great to combine this with an upcoming view. I am currently using Akiflow with Clickup which allows me to add a timeframe to a task. ie rather than always setting a specific due date, I can add a timeframe. eg this week, next week, this month, next month, someday etc. Then I can simply drag tasks from these views into my timeblock calendar. It would be amazing to see this functionality here in clickup. (ps Ricardo Clerigo how do I get on the waitlist please?)
Felix Torres
Have been using Akiflow for a couple months but I'm very unhappy with the latest updates to their mobile app. Any updates here Ricardo Clerigo? I see the form to sign up has been taken down.
Tim Jasper
Felix Torres Are you using Clickup with Akiflow? The integration seems to be broken.
Tomasz Banas
Ricardo Clerigo, when should we expect to start receiving the invites? I signed up right after your message.
Dimitar Dimitrov
Hi, someone get to the beta?
Alex Nedelea
Dimitar Dimitrov I haven't and registered a long time in the waiting list... long wait
Dimitar Dimitrov
Ricardo Clerigo Any update?
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Chris Dunn
Ricardo I can't express how excited I am for this feature. I've been waiting years to be able to do this in Clickup. I'm on the waitlist, but haven't been accepted. Do you know how long it will be until this is released?
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Isabella Chiari
For automatic scheduling:
a) SETTINGS identifying priorities of the user to override status and deadline: for example
- group tasks by Project/Space or List
- group by GTD categories - or custom field (mobile phone, internet, etc)
- the possibility of drawing a block for example 1 hour and autoschedule just that hour or by able to indicate what project/space the tasks should be taken from (this is for example if I want to block 2 hours a week for each project I am following I would like clickup to automatically schedule in my box the most urgent matters regarding that project only).
I can imagine a BUTTON to activate a manual box to draw on the calendar and to define either manually or by criteria (project/space, deadline etc.)
b) VIEWS for side drag and drop so that I can select a number of spaces (multiple) to view and manually schedule them and very important let the rollover text on the task indicate also the space and list it was taken from (especially important if we have same tasks regarding different projects in different lists and spaces)
Guy Mannerings
It would also be good to be able to set priorities for the auto-scheduling based on our own custom fields - so not just due date or the built-in priority feature, but us being able to make tasks with certain custom fields set with certain values to have a higher priority.
E.g., a custom field that says something is a goal, or one that says a task is off-track, or a certain drop-down field value being higher priority than another, etc.
Mara
I just thought of something that might already be taken into account but I am not sure anymore, I am sure it has been said before, but it is really important so I dare to write it again :):
Would it be possible to time block a list/folder/space ?
Why ? To reserve a time slot for a projet or a task type.
Sometimes it is hard to know on which specific task(s) you're gonna work, but it is time you want to block for a list and you can't put it that way in the calendar yet.
Guy Mannerings
Mara Exactly this.
Alex Nedelea
Guy Mannerings The ID field did not work - 56400474 let's test this great feature
LBell
Mara Ricardo Clerigo
Arnoud Post
Ricardo Clerigo Thanks for the update. Here are some points:
0) the waitlist has some weird setting on the userID field which enforces comma as thousands separator. So copy paste of ID doesn't work.
I've used Reclaim before and we are now using Motion integrated through Make. Based on that I have these feedback points:
1) It should be an option to use the auto-scheduling as if it was a regular schedule you explain in the beginning of the video. I need to see this in the google calendar of the users. I want to see what my teammembers plan to do. Not just when they "start work" on it. We depend on the autoscheduling and want them to block their agenda. So I would like to use auto-scheduling in the way you showed regular planning in the beginning of the video.
2) It should be configurable how far ahead planning becomes fixed in a way time is actually blocked/locked in the users calendar. This is important for meeting schedulers like Calendly. So create a function where it switches from "free" to "busy" ("VFREEBUSY" calendar component). Some of my teammembers what their schedule for the next working day to be fixed before the end of today. Others might even want to lock it >40hours ahead so they can do some preparation.
Maybe in a further iteration of this function it could be a setting per priority so the auto-scheduler does loose planning on low priority and strict planing on high priority.
3) We use filters to auto-schedule tasks. Not only priority, but also status and tags. As soon as a task has the label "donotschedule" or is in a status where we first expect (client/teammember) feedback it should not be auto-scheduled.
4) Keep the scheduled tasks on per day and reschedule them as soon as workhours have past and not enough work has been done on them or they are not in a Done/Archived state.
Arnoud Post
5) Make the "Register time on task" function optional. This is the biggest reason why we left Reclaim! We send automated invoices to our clients based on time registration. In all cases I want my team to press a start/stop button to work on a task and not let autoscheduling fill the invoices in the background. What if there was urgent work so nobody could to "unschedule" or what if a teammember is on sickleave... Do not let the (auto)scheduler register time unless this function is also going to do the actual work ;)
The next few are also an issue with the other auto schedulers...
6) How far ahead will you allow auto-scheduling? This is also a thing with Motion/Reclaim/etc. Some project templates are spread out over several months. I want to know if a new project is going to "over"-schedule my calendar in a month or two. If the auto-scheduling only schedules for the upcoming 2-4 weeks, this is not going to show.
7) Create something that gives us the option to accomodate for a day/week off. When I have a regular work day, plan my work tasks during working hours and private tasks outside of working hours. However when I have a day/week off, I don't want any work tasks, but I do want to do some personal tasks.
8) For a future release, make it an option what (custom)field defines priority.
9) Make it optional to show the scheduled date/time in a custom field on the task so I can optionally let my client see when it is scheduled.
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Ben
Arnoud Post: Hey! Hopping in to share that the User ID field on the waitlist sign up form has been updated. (I'll let Ricardo reply to your other feedback.) Thanks!
Alex Nedelea
Ben re-completed the waitlist form, is there any news on when could we try the feature? Thank you!
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