You can easily create and optimize project plans and keep an eye on the progress and the total duration of the project by using the timeline module. Potential bottlenecks are visible at a glance and can be prevented in time. All parties involved remain up to date at all times and know what needs to be done and when.
Basics for working with the Gantt View
The Gantt view is a bar chart, often used in project management, that shows all tasks in their chronological order and according to their dependency on other tasks.
The chart helps you to put all the tasks in the right order
What does the view consist of and what can I read from it?
Task list: The vertical axis of the diagram represents all tasks (or milestones, project steps,...). The displayed tasks can be limited using filters. In addition, the task name, for example, can be displayed as an extra column on the left.
Display key data, such as the task name
Timeline: The horizontal axis shows the time course / time span of the project. The total project duration can be determined by the time of the first and last task.
The time period is shown at the top through the timeline
Task bars: Within the time schedule, all tasks are visualized and arranged by due date in the form of bars - i.e. they are put "in the right order". The bar indicates the title of the corresponding task. If the bar is too short for the title, you can show it via mouseover. Depending on the length (-> due date "From - To"), the bar length shows the processing time of the tasks. The color is determined by the status or the room.
Tasks are displayed as bars
Responsibilities: The profile picture within a bar indicates who is responsible for the task, i.e. to whom it has been assigned. If no profile picture is included, there is no responsible person yet.
Dependencies: Connection arrows indicate a certain order for the completion of tasks. They show which tasks are dependent on the completion of other tasks. "Successors" can therefore only be processed if the "predecessors" have been completed first (see: Working with dependencies).
Milestones: Important events or intermediate steps (so called milestones) are accentuated and displayed as diamonds. The color of the milestones is defined by their status: open milestones in pink and completed milestones in green.
Dateline (red): The dateline shows the current time and runs vertically within the diagram.
Dependencies, milestones and the current time of the project are clearly visible in the timeline
What do the colors of the tasks signify?
Within a room:
The colors of the tasks within the Gantt chart vary according to the status of the task. For example, completed tasks are displayed in the color green. In the task cards*, the status and thus the color of the task can be changed.
Within a room, the color of the task depends on its status
*Tip: Access the corresponding task card through a left double-click on the taskbar within the Gantt view.
Within the reports:
Whereas in the reports, the colors of the tasks refer to the rooms from which they originate or to the room group to which that room belongs (the color of a room group is always inherited by its rooms).
Within the reports, tasks from the same room are displayed in the same color
Activating the Gantt View + Preconditions
- Make sure that the tasks module is enabled for the room you want to use the Gantt view in.*
- Open the room settings (e. g. by clicking the room name).
- Switch to the tab Modules.
- Activate the module Timeline.
Enable modules to use the Gantt chart
: Since the Gantt view is a project view for task planning, you can only activate it if the tasks module is enabled
. Tasks, in turn, only appear in the Gantt view if they are assigned a due date
or period (see: Scheduling tasks
How to work with tasks within the Gantt View
Tasks will not appear in the chart until they have been given a due date
. Read the next chapter
to learn how to date unscheduled / undated tasks (especially relevant when creating the Gantt chart for the first time).
Before scheduling the tasks, get a precise overview of the exact order in which the tasks (and milestones) are to be completed and have a good understanding of how much time it will take to complete the individual tasks.
Using the module makes it even easier to set due dates for the individual elements. There they can be moved to their due date or period simply by drag and drop. Similarly, you can adjust the duration of the tasks by stretching or shortening the individual taskbars.
Date tasks via drag and drop
Where to find tasks without a due date
In the Gantt view itself, only tasks / milestones with due dates are displayed.
The calendar icon in the upper part of the view can be used to display unscheduled tasks and milestones, i. e. those for which no due date has been entered yet. By clicking "+ Add" right next to a task, it will be added to the Gantt view. There, like all other tasks, you can use drag and drop to move it to the right spot and to adjust its duration.
Add unscheduled tasks via the calendar icon
Auto Scheduling and Critical Path
If several projects are executed at the same time, the task and time management can quickly get out of control. For this reason, let the "Auto Scheduling" and "Critical Path" functions help you.
If the "Auto Scheduling" feature is activated in the timeline module, changing due dates will also update all follow-up tasks. I.e. as soon as you move a task, all tasks depending on it will be moved to the next earliest possible date.
Only working days are taken into account: If the start of a "From-Until" task falls on a business day and the end falls on a weekend, the period is increased and the end is moved to a business day. If a task should fall entirely on a weekend, it will be moved directly to the upcoming Monday.
Attention: For milestones, no actual "working day" is intended. Because of this, several milestones can end up on one day due to the postponement. If you have scheduled work steps for a milestone, we recommend creating a separate task for it.
To activate "Auto Scheduling" in the timeline module, click on the green button with the round arrow ("Auto Scheduling" on mouseover). From now on, all changes will be taken into account and, if necessary, trigger an automatic postponement.
The due date of a successor task is based on the end date of its predecessor
The "Critical Path" makes tasks without a buffer period visible to you at a glance. All tasks (one or more) that could delay or endanger the success of the project are marked in red, including dependencies. With every change, the critical path is recalculated. Especially for tasks marked in red, make sure to stay within the due date.
To activate the "Critical Path" in the timeline module, click on the green button with the two arrows ("Critical Path" on mouseover). The critical path will now be displayed in red.
Critical tasks and dependencies are mapped in red
Working with dependencies
Task dependencies serve as a link between single or multiple tasks (or milestones). They are meant to ensure that all team members are aware of interrelationships and to indicate the impact of changes to the schedule.
Tasks must be completed so that tasks dependent on them can be initiated. If a task is delayed, which other tasks are dependent on, these tasks will also be delayed.
To create a dependency between two tasks, open the timeline module and drag a dependency link from the link point (visible by mouse-over) of the predecessor task to the link point of the successor task.
Creating dependencies via drag and drop
The task that the dependency arrow leads away from is the predecessor task, i.e. it must be completed first. The task to which the arrow leads is the successor task.
Alternatively, dependencies can also be created via the successor task itself. Simply open the corresponding task and click on the More button (symbol: three dots) in the upper right corner. Now, select the option "Add dependency" and click on the corresponding predecessor task in the search mask.
Tip: You can open tasks via the corresponding bar in the timeline, the map in the tasks module, or the field in the calendar.
: The option is only available if the task has a due date
The Gantt view within the timeline module shows you which tasks a certain task depends on.
In addition, you can see all dependencies in the header area of each successor task.
Viewing dependencies within tasks
You can either remove single dependencies or (if there are several dependencies) collectively remove all dependencies of a successor task to its predecessor tasks.
Removing a single dependency
You can remove dependencies within the timeline module by right-clicking the corresponding task / dependency link and selecting the option "Delete dependency".
Deleting single dependencies individually within the chart
Alternatively, you can also remove a dependency in the task itself. Simply open the corresponding task card of the successor task. Now, you have two options at your disposal:
- All dependencies are listed in the header of the card. Just click on "Delete dependency" next to the corresponding dependency.
- Click on the more button (symbol: three dots) in the upper right corner and select the option "Change dependency". Now, all existing dependencies to other tasks will be displayed within a list highlighted in blue. Simply click on the dependency you want to remove.
Deleting single dependencies individually within the task
Removing all dependencies collectively
You can remove dependencies within the timeline module by right-clicking the corresponding successor task and selecting the option "Delete all dependencies".
Deleting all dependencies of a task collectively within the chart
Alternatively, you can also remove several dependencies collectively in the task card. Simply open the corresponding successor task and click on the more button (symbol: three dots) in the upper right corner. Now, select "Change dependency" and double-click on the option "No dependency" within the list. Finally, confirm your selection by clicking "Save dependency".
Deleting dependencies collectively within the task
Completing tasks with dependencies
Basis: Status change of the task
Of course, all tasks during the course of the project should be completed according to the predefined order and with regard to their dependencies. For this reason, users receive a warning if they try to complete successor tasks before their predecessor tasks.
Working with milestones
Digression: What is a milestone?
Milestones can have many different functions:
- Relevant intermediate steps (e.g. within a project phase) that can be used to check the progress of the project,
- marking the start of a project phase, phase release or phase completion,
- important events and dates or also (and probably primarily)
- goals / results.
With the following exceptions, milestones behave entirely like tasks: Instead of a bar, milestones are displayed in the Gantt chart in the form of a diamond: open milestones in pink, completed ones in green. Milestones can be assigned a time as a due date, but not a period.
Attention for Auto Scheduling: Milestones should not contain any activities, i.e. no task steps. It is best to create a separate task for this.
Creating / Converting milestones
You have two options when creating milestones:
1. Create a new milestone
Simply click on the plus symbol within the timeline module and select the option "Add Milestone".
Adding a new milestone within the timeline module
2. Convert an already existing task into a milestone
Right-click the corresponding task in the Gantt view to access all available options and select "Set as milestone".
Setting task as milestone within the chart
Alternatively, you can convert a task in the tasks module. Right-click on the task and hover over the "Milestone" option. Click "Yes" to convert it. You can also open the task and select the "Set as Milestone" option via the More button (icon: three dots) in the upper right corner.
Setting task as milestone within the task card
Removing the milestone status
To remove the milestone status directly in the Gantt view, right-click the corresponding milestone and deselect the option "Set as milestone". The green checkmark will then disappear and the milestone will become a regular task again.
Removing milestone status within the chart
Alternatively, you can remove the milestone status directly in the task card. Simply open the corresponding task and click on the more button (symbol: three dots) in the upper right corner. Now, deselect the option "Set as milestone" and thus undo the milestone status.
Removing milestone status within the task card
Customizing and filtering the Gantt View
The finished Gantt chart provides information about the total duration of the project. The more extensive the project, the more extensive the view. For this reason, some functions help you to keep the view as clear as possible.
In the overview of the timeline you can:
- open a task with a left double-click,
- mark and delete a milestone with a right-click,
- move positions via drag and drop and thus change time periods and
- extend or shorten its period by dragging at the respective end of a task.
Adjusting the time units of the displayed time frame
With a click on the corresponding button in the header of the view, you can switch between weekly, monthly or yearly view.
Note: Due to the compressed display, a safety query is displayed when moving tasks with the month or year view set. This prevents elements from being accidentally moved to the wrong time.
Switch between weekly, monthly or yearly view.
Adjusting the displayed time frame
Using the scroll bars at the bottom and right end of the view, you can maneuver it to a specific project phase. The start and end dates still determine the respective limits of the project preview, i.e. moving the view to the left or right is only possible down to the first or up to the last element (see: Due date of the task / milestone) in the view.
Limitation through filter options
Open the filter options by clicking the "filter" button at the top of the view.
Open filter options
The task list on the left vertical axis provides the most important key data for the respective tasks. This includes the task name, the start and end date, and the duration. Under "Timeline columns" in the upper part of the filter options, you can (de-)activate the task list using the slider. Under "Columns" right underneath you can limit or expand the key data displayed within the task list.
Adjusting the tasks list
Directly below you will find the filter "Sort by" with which the order within the view can be determined.
Sort the view, for example, by "Start date".
If a grouping (by status or custom field of the type "User" / "Dropdown") is set, sorting takes place within the groups.
If a grouping is activated, the sorting will be performed within the groups
Tip: Activate the task list (displayed on the left) via the slider "Timeline Columns" in the filter options to get a better visualization of the individual groups.
Finally, you can narrow down the view using various criteria. These include a specific choice of years, different status options, and the member assignments.
Filtering the view with the help of filters