How to Use Scheduling

Plan projects, assign hours, and manage your team’s workload with ease.

Our Scheduling feature is designed to provide you with full visibility and control over your team's capacity and project planning, all in one place.


Here’s how to get started:

View Your Projects

On the left-hand side, you’ll see a list of all your active projects, grouped by client name. These are pulled automatically from your Project workspace, so there’s no need to manually add them.

Assign Team Members to Projects

  • Click on a project
  • Hit Assign next to the project timeline
  • Select the team member you want to allocate
  • Drag and drop their assignment into the relevant day(s) on the calendar

Add Hours, Tasks, and Notes

Once a person is assigned:

  • Click on the block of time
  • Enter the number of hours (e.g. 5 hours)

  • Add any notes for context

    Click Attach Tasks to link any tasks already set up for that project

    • Just type a letter to search
    • Select the task and add it
  • You can stretch the assignment across multiple days or split it however you need

Add Milestones

Milestones help mark major phases of the project, like when design starts or delivery is due

  • Click the colored bar at the top of the project
  • Select Milestone
  • Give it a name (e.g. “Design Starts”), choose a date, and add a description
  • Save your milestone
  • You can drag milestones to adjust dates later.

Adjust Your Plan Anytime

You can:

  • Drag hours to another day or week
  • Resize assignments to increase or reduce hours
  • Delete work if it drops off the radar
  • Archive completed projects using the three-dot menu
  • Change project colours to visually organise your schedule


Filter to Show Only Active Projects

Use the Active Projects toggle to hide any paused or non-scheduled projects. This keeps your schedule clean and focused.

Switch to Team View

Head to the Team tab (at the top) to see everything from a team capacity view:

  • See each person’s total assigned hours
  • Drop down to see which clients and projects they’re working on
  • Adjust hours right from the team view and it syncs with the project schedule
  • If someone’s overbooked, their hours will highlight in red so you can rebalance the load before it becomes a problem

Manage Team Capacity

To set each person’s weekly availability:

  • In the Team view, click the three dots next to a team member’s name
  • Select Manage Capacity
  • Enter their weekly hours and number of workdays
  • Outlign will automatically calculate their daily availability

This helps you plan work that fits within each person’s real schedule

Weekly Focus Mode

Use Week View to zero in on what’s happening this week. It’s a great way to stay on top of deliverables and keep your team aligned.


That’s it. With Scheduling, planning your week (or month) is faster, smarter, and more visual, just how it should be. If you’ve got questions or feedback, reach out to our support team anytime.