Learn how to create and manage schedules, update tasks from any device, and keep assignees and stakeholders informed.
The schedule is the backbone of any project. Control your project timeline with ease—create schedules from templates or existing projects, and view them as a list, calendar, or Gantt chart.
Key Features:
⏱️ Time Saving: Copy schedules from templates or existing projects. Use task dependencies to automate timelines.
⚙️ Flexible Views: Switch between list, calendar, and Gantt chart views to fit your workflow.
📱 Mobile Access: Make updates on the go with your phone.
👥 Team Visibility – Share tasks with your team, vendors, and clients.
📊 Track Progress: Schedule deliverables, monitor the critical path, and set a baseline to track changes over time.
Table of Contents
4. Tracking and Maintaining a Schedule
b. Baseline
Navigation and Layout
Find the Schedule in the left menu bar of any project.
Schedule Start Date
The top-left start date defines the earliest date a task can occur.
Change the Target Start Date in Project Details.
⚠️Tasks cannot be scheduled before this date. ⚠️
Types of Tasks
The schedule supports several types of tasks.
| Task | The basic unit with a start/end date, description, and assignee. Tasks can include files and messages. |
| Phase | A task that contains nested sub-tasks. Right-click a task to add a sub-task and create a phase. A phase’s duration is defined by its sub-tasks. |
| Sub-Task | Sub-tasks live inside a phase and often include a defined responsibility over a short duration. |
| Milestone | A zero-day task used to mark significant events like inspections, draws, or invoices. |
| Successor | A task that starts after another task is completed. Adjusting the predecessor reschedules the successor. |
| Predecessor | A task that controls when a dependent task starts. Useful for managing project delays. |
Schedule Views
View and interact with the schedule in multiple ways:
✏️ Use List or Gantt View for building schedules.
🗓️ Use Calendar or Task (mobile) view for reviewing and editing.
List View or Gantt Chart
Drag the center bar left or right to adjust your layout.
💡TIP: Click the center arrows to snap to full screen or split screen.
Calendar or Task (mobile) view
Select Calendar from the left menu (desktop) / top menu (mobile), or Toggle task view from the upper right toggle (desktop) / Schedule (mobile)
List View
The left panel shows tasks in a spreadsheet format. Select any cell to edit.
List View buttons:
➕ Create: Add a new task to the bottom.
✏️ Edit: Open the selected task’s details.
📧 Notify: Send task notifications to assigned users.
↶ ↷ Undo/Redo: Revert or reapply changes (Shortcut: Ctrl+Z).
🔍 Search bar: Filter tasks by name.
Customizing Columns
Dragging: Reorder tasks or columns by dragging.
Right-click column headers: Add/remove columns, sort data, or apply filters.
Gantt Chart View
The right panel is an interactive Gantt chart.
Gantt Chart buttons
∧ ∨ Expand/Collapse: Show or hide phases and tasks.
🔎 Zoom in/Zoom out: Switch between daily, weekly, monthly, quarterly, or yearly views.
Zoom to fit: Adjust view to show the full schedule range.
Editing and Navigation
Like the list view, the Gantt view can be used to edit and customize you schedule.
✏️ Double click tasks to open Edit window.
🗓️ Select List view tasks to center Gantt view.
🔍 Double-click date headers to zoom.
🖱️ Right-click to open the option menu.
Calendar View
Use this view to see the schedule in a calendar format (available on desktop and mobile).
Buttons and Features
🗓️ Month/Year: Adjust the month/year in the upper left. Skip between months on the right.
∧ ∨ Expand/Collapse: Expand or collapse tasks and milestones.
🖨️ Print: Print the calendar or save as PDF.
➕ Add Event: Create a new task.
🖱️ Double-Click: Double-click a task to make edits
Task (Mobile) View
This is the default view on mobile, but it’s also available on desktop via Toggle task view..
Features
🔃 Sort by phase, status, date, and assignee.
🔍 Search tasks by name or assignee.
✅ Change task completion status.
✏️ Edit task details.
View and send messages to team members, vendors, and clients.
📎 Upload and view files or photos.
Building a Schedule
Create schedules using one of the following:
🆕 New to Ressio? Send your coach a schedule or template to import.
📋 Copy an existing Ressio project or template.
🛠️ Build from scratch in List or Gantt View.
Use Templates
Templates allow you to quickly apply a predefined schedule.
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In List View, open the Use Template dropdown.
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Select a template and click Insert.
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⚠️ Templates can only be added to BLANK schedules.⚠️
Add New Tasks
Add tasks in several ways:
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List View: Click Create to add tasks at the bottom.
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List/Gantt View: Right-click a task → + Add Task Above/Below.
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List View: Press Enter when editing the last task.
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Calendar View: Click + Add Event in the top right.
💡TIP: Adding tasks above/below is often easier than dragging them into place.
Edit tasks
Tasks can be edited in the following ways:
- List View: Double-click a cell to edit it inline.
- List View: Highlight a task and click Edit in the top left.
- List/Gantt View: Right-click a task → Edit.
- Gantt Chart: Double-click a task.
- Calendar View: Select a task to edit.
- Task view: Select the ✏️ icon on a task
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💡TIP: In the List View, use the Tab key or 🖱️ double-click a cell to move to the next one.
Delete tasks
Tasks can only be deleted from the List/Gantt View.
- Edit: Highlight a task, select Edit, then choose Delete.
- Right-click: Right-click a task and select Delete from the menu.
🗑️ Tip: To delete multiple tasks at once, hold Shift or Ctrl to highlight them, then right-click and select Delete.
Save and Undo changes
The schedule saves automatically as you work.
List/Gantt View: Undo changes:
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Use the ↶ Undo button
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Or press Ctrl+Z to step back through changes
🚫 Note: Exiting the schedule page resets undo history. Any unwanted changes must be manually reversed upon returning.
Create Phases / Sub-Tasks
A task becomes a Phase when it has nested Sub-tasks.
List/Gantt View: Create sub-tasks in two ways:
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Right-click a phase task → Add → Sub-task
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Indent: Select tasks under the phase, then right-click → Indent
Milestones
Milestones are zero-day tasks used for reminders or to mark important events.
Create milestones by:
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In any view: Setting the task duration to 0
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List/Gantt View: Right-click → Convert to Milestone
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List/Gantt View: Right-click → Add → Milestone
Predecessors and Successors
Create dependencies between tasks using predecessors and successors.
Types of Relationships
| Finish to Start (FS) | Task A must finish before Task B starts (default) |
| Start to Start (SS) | Use SS to create two or more tasks that start at the same time. |
| Finish to Finish (FF) | Use FF to create two or more tasks that end at the same time. |
| Start to Finish (SF) | SF is often used in event planning and allows working backward from a desired completion date. Ex. Inspection set on a hard date, installation must occur before inspection, materials must be ordered before installation. |
💡 Tip: In List View, type initials next to the WBS number to assign relationship types. Ex: 1SS, 2FF. Note that no initials are needed for FS tasks.
Create Predecessors/Successors
Use the WBS number to build predecessor/successor relationships. Typically, predecessor relationships are created from the later task, e.g. the second task is linking to the first. Conversely, use the Successor field in the first task to link to the second.
Predecessors/Successors can only be created from the List/Gantt View.
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Edit Task Window: Open Predecessor/Successor tabs and use the green ➕ to link
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List View: Type WBS number in the Predecessor/Successor column
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Gantt View: Drag from a task’s edge circle to another task
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Right-click: Select Add Predecessor (adds a dependent task above) or Add Successor (adds a dependent task below)
Bulk Add: Highlight tasks, right-click → Add Dependencies
Lag/Lead Time
Adjust time between dependent tasks using Lag (positive delay) or Lead (negative delay).
Used when time is needed between tasks—for example, to let paint dry, concrete set, or mid-task inspections to occur.
How to add Lag/Lead time:
- Edit: Adjusting Lag within the Predecessor/Successor tab
- List View: Type +/- and the # of days lag/lead in the predecessor/successor cell.
- Gantt View: Drag dependent tasks to another date.
Constraint dates
Use Constraint Dates to prevent tasks from moving beyond certain dates, especially if they lack dependencies.
✅ Best Practice: Only apply constraints to tasks without dependencies.
⚠️ Troubleshooting: If a task won’t move earlier, a Phase Constraint Date may be preventing it. Remove the constraint to proceed.⚠️
Share Schedule Information
You can share the full schedule—or just selected tasks—with team members, vendors, and clients. Tasks can also include descriptions, private/public files, and messages.
Sharing with Your Team
Use Company Settings - Team member Role to manage access.
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Admins: Can view all projects
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Team Members/Field Staff: Must be added to each project
Sharing with Clients
Enable client visibility via Project Details → Visibility
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Assigned phases & tasks: Allows selective sharing
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All schedule phases: Shares entire schedule when tasks are indented (even without sub-tasks)
Descriptions, Files, Messages
More detailed information like descriptions, lists, and files can be included within tasks.
Descriptions and Notes-
Descriptions: Public and visible to all task assignees. Add descriptions in any Edit window.
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Notes: Private and only visible to your internal team. List/Gantt View ONLY
Files
Add files for easy access to documents and images.
📁 Public files: Visible to all assignees
🔒 Private files: Visible only to your team
Ways to Add Files:
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List View: Select the 📎 icon and upload via the drawer
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List/Gantt View: Right-click the task → Files
- Task View: Select the 📎 icon
Messages
Use task messages to communicate updates, ask questions, or clarify responsibilities.
Click the 💬 icon in any view to open the message drawer. Messaging in Ressio
To message a client, the client must first be assigned to the task. A Customer tab will appear.
Adding Assignees to tasks
Adding assignees to tasks has many benefits:
- Clear task ownership and visibility
- Searchability by assignee
- Email notifications and reminders
- Activation of Resource calendar and Task Manager
📌 Assignees do not receive emails upon being assigned.
How to Assign:
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List/Gantt View: Edit → Resources → ➕ to add.
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List View: Double-click in the Assignee column to select from a dropdown.
- Calendar View: Select task → Assignee field.
- Task View: Select task → Assignee field
Notify Assignees and Assignment Confirmation
Send an email alert with a magic link for easy access to task details.
To notify assignees, highlight one or more tasks and select Notify.
💡 Hold Shift or Ctrl to select multiple tasks.
Assignment Confirmation
Vendors can confirm they accept the task. See Vendor Welcome Information.
Print Schedule
Schedules can be printed from the List/Gantt View and the Calendar View.
🖨️ Select the Print icon in the upper right.
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Tracking and Maintaining a Schedule
Delays are inevitable. Use these tools to identify high-risk tasks and measure impact.
Critical Path
Highlights tasks that directly affect the overall project completion.
Enable via List View → Critical Path toggle.
Dependencies: The Critical path requires predecessors/successors.
Baseline
Capture a snapshot of your schedule to track changes over time.
List View:
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Click the 🔒 icon to Set Baseline
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Click the 👁️ icon to Toggle Baseline View
To reset, click the 🔒 again. Only the latest baseline is saved.
To reset, click the 🔒 again. Only the latest baseline is saved.
If you have any questions or need further assistance, contact our support team at support@ressiosoftware.com. We're here to help!