Task Planner | Frequently asked questions
Introduction
Answers to the most common questions about the Task Planner. Each answer links to the article where the topic is fully explained.
Access and permissions
I am an owner and I cannot see the period.
It is in Draft (it has not been opened yet) or your profile does not have the Planning permission. See Permissions.
Can a coordinator build and publish someone else’s plan?
Yes, with Edit. Choose the owner in the Scheduling bar. See Schedule the plan.
Dates and periods
What is the cutoff date for? Does it block publishing?
It does not block anything. It is the deadline the coordinator gives the team to have the plan published, and the Summary reminds it. What closes scheduling is the start date: from that day the period is In progress. You can publish after the cutoff while the period is still Open. See the example in Period lifecycle and dates.
Can I plan days that have already passed?
No. A period start must always be later than today. To record work from past days, create the Tasks from the Tasks module.
What happens if I create two periods with overlapping dates for the same user?
When saving, CheckOP warns you if the period overlaps in dates with another period that is not closed and shares owners. You can confirm to save it anyway or reject to adjust dates or owners. See Create, open and delete periods.
Why can’t I open a Draft?
Its start date has already arrived. Edit the dates so the start is later than today and open it again.
I got the dates or owners wrong and I already opened the period.
After opening, only the name can be changed (and the working hours, for Date and time periods). If the period is no longer useful, a person with Delete permission can delete it and create a new one. Tasks already published stay in Tasks without a period.
How do I remove test plans or periods that are already closed?
Periods can be deleted in any status, including closed ones, with the Delete permission: Actions > Delete, or Select for several. Published Tasks stay in the Tasks module without a period and can be deleted from there with the usual flow. See Delete periods.
Are Saturdays and Sundays counted?
Yes. The calendar shows every day of the period, and the Period ceiling and Days used include them.
Scheduling and publishing
Can I see the owner’s calendar while scheduling?
Yes. The period calendar shows their all-day Outlook events (holidays, vacations) and their busy blocks, which include timed Outlook events and pending Tasks. It requires calendar sync to be turned on in the account and the owner to have connected their Outlook. See Owner’s agenda.
A client shows as busy. Can I still schedule it?
Yes. The notice tells you it is in another unpublished plan or has a pending Task that day, but it does not block.
Does the daily client limit prevent adding more?
No, it only warns.
In a Date and time period, do I need to set the times before saving?
No. The draft is saved without times; only publishing requires them. Use Assign times and Distribute times to arrange them quickly.
What happens if I do not publish before the start date?
Whatever was left in draft does not become Tasks, does not count as committed and is discarded at closing. See Publish the plan.
Execution and changes
Can I drag a Task to a specific time?
Yes, in the WEB Schedule, Week and Day views. A due date Task dropped on a time changes to date and time with a 1 hour duration. If it is a period Task and the day changes, a reason is required. Dragging is not available in the APP. See Move Tasks in the Schedule.
Can I add clients once the period has started?
Not to the plan. Create them as regular Tasks from the Tasks module; if they are executed within the period they count as spontaneous.
Can I delete a published Task?
No, while the period exists. If it is not executed, it stays as not done. If the date changes, move it within the period and enter the reason.
What happens if a Task is executed after the period ends?
It does not count as executed in any period: in its own period it stays as not done. See Summary, Compliance and closing.
Key rules
- Permissions. Read: own data and only in their periods. Create: create periods. Edit: everything in the account. Delete: delete periods. Export: the Compliance Excel file.
- Dates. The start must be later than today and the cutoff goes from today to the day before the start. A Draft with a past start date cannot be opened.
- Draft. Owners do not see it. It is the only status where everything can be edited.
- Delete. With Delete permission, in any status. Published Tasks stay in Tasks without a period.
- Opening. Manual and irreversible. It fixes dates, cutoff, limit, scheduling type and owners.
- Window. Scheduling and publishing only happen with the period Open, before the start date.
- Form. Required for every scheduled client.
- Notices. Limit, cutoff, busy client, all-day events and time overlaps warn, they do not block.
- Date and time. Each client has a time and duration. Publishing requires all times.
- Publish. Creates one Task per client, due date or timed depending on the period. Publishing again only adds what is new.
- Period Tasks. They are not deleted while the period exists. The date moves within the period and with a reason, also when dragged in the Schedule.
- Automatic statuses. In progress from the start date; Closed after the end date.
- Closing. Discards drafts and makes indicators final.
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