Calendar and task settings

The Calendar and tasks settings page, available under Settings > Work and projects > Calendar and tasks, lets you choose the work planning option used on your site and control other calendar and task management settings.

1. Work planning options

Work planning options in Scoro define how work is structured and how the quoted time should translate into planned time on your site.

You can choose between the following site-wide work planning options:

• With subtasks:
  • Bottom-up approach to work planning with a two-level task hierarchy. Quoted hours define the budget ceiling for the deliverable. Tasks created from quotes are parent tasks with zero planned hours and act as containers. Planned hours are defined on subtasks and roll up to the parent task total.
  • Enabled by default for all new Scoro sites.
  • Best for when your projects require detailed execution with different specialists and dependencies.
• Without subtasks:
  • Top-down approach to work planning with single-level tasks (subtasks are not available). Quoted hours are assigned as the planned task duration when creating tasks from quotes. Planned hours can be split equally or unequally among multiple assignees. Custom split of planned time is available, but using it is optional.
  • Best for when you don’t need subtask granularity and prefer single-level task lists.
• Mixed mode:
  • Advanced work planning option that allows using both subtasks and the custom split of planned time. Tasks created from quotes start at zero planned hours by default, but you can choose to set quoted hours as the planned task duration.
  • Best for companies with complex workflows – not recommended otherwise due to possible data integrity and other risks.

You can switch your site to use a different work planning option at any time. However, if your site has subtasks and you want to switch over to the Without subtasks option, you’ll need to delete your subtasks or convert them to parent tasks before you can make the switch.

2. Additional data linking options

Scoro allows linking multiple other items to tasks and calendar events when creating or modifying them.

Some fields – Link with company, Link with contact person, Link with project, and Link with task (available for events only) – are visible directly in the task or event modify view. The fields for linking the task or event to different items in Scoro are available in the More dropdown menu.

However, if you frequently use any of the fields under the More dropdown menu, you can bring them out from the dropdown menu directly to the task or event modify view, saving you a click for those items you frequently link to your events and tasks:

1. In the Calendar and tasks settings page, scroll down to the Additional data linking options section.
2. Tick the checkboxes for the fields you want to bring from the More dropdown menu into the task and event modify view. You can adjust the order of the fields if needed.

Once saved, you’ll see the data linking fields you selected right in the task and event modify view.

3. Other calendar and task settings

Besides the work planning and additional data linking options, the Calendar and tasks settings page offers other useful settings for task and event management:

• Appoint responsible user – enable this checkbox to designate owners for tasks on your site. Task owners are notified when the task is completed or deleted, unless the owner and assignee are the same person.
  • When enabled, you can also use the Responsible user filter in the task list and the detailed work report.
    
• Set exact end times for tasks – control whether task due dates on your site include only the date or also a specific end time.
  • By default, this checkbox is disabled, so task due dates are displayed to all users the same way regardless of their time zones.
  • If you want to specify the exact end time for your task due dates, enable this checkbox and choose whether you want to always register the current time when setting the task due date or set a default task end time to apply to tasks. The exact end times for task due dates will be displayed based on users’ time zones.
    
• Time format for the work report – choose what time format is used in the work reports – decimal (1.5 h) or clock format (1:30 h). This format is also applied to the PDF template for work report.
• Require activity confirmation – this setting controls whether activity confirmation is enabled on your site. Once enabled, you can also enable the Automatic confirmation for tasks sent via the Smart inbox checkbox, so you don't have to confirm these tasks manually.
  
• Use activity points – when this checkbox is enabled, you can assign value points to different activities. For example, you can use them as a bonus system for your sales team – e.g., a call to a new customer gives 5 points, a meeting 10 points, etc.
  • Once enabled, you can set the activity point values in the activity type settings under Settings > Work and projects > Activity types.