Summary
Forecasted time/work (e.g. a project requiring 10 hours of work) is recorded in Planhat using the Scheduled Time model
This feeds into the "Resource Allocation" System Report Page type, and Utilization Tables set to forecasted (as opposed to historical) data
Time spent (i.e. time taken to carry a project in the past) is tracked using the Time Entry model instead
Who is this article for?
It's particularly relevant for Planhat Users who work in Service Delivery / Professional Services / Implementation etc.
This article is relevant to Planhat Service Automation (PSA), also sometimes referred to as Professional Services or Service Delivery.
If you don't have access to these features and would like to add them, please speak with your CSM.
Article contents
Introduction
In 2026, we are launching a new data model that looks at time, specifically referring to scheduling forecasted/future time (work to be done) rather than tracking past time:
Scheduled Time
Each Scheduled Time record is a block of scheduled time, i.e. a forecasted time allocation. (This compares to Time Entry for logging past time, as described in a gray information box below)
Each Scheduled Time record can be optionally associated with a record of another model (e.g. a Workflow/Project/Task)
When assigned, a Scheduled Time record corresponds to work by a specific Planhat User
It typically has a Start Date and an End Date, and can occur over an extended period of time (e.g. an onboarding process that takes 3 weeks, with 2 hours each weekday)
This data model works as the base for Utilization Tables when built on forecasted data, as well as the "Resource Allocation" System Report Page
This model is great for project planning, e.g. for Professional Services / Service Delivery / Implementation etc.
Like other Planhat models, Scheduled Time can have custom fields, Field Rules, Previews (concise Profiles), be visualized in Pages (such as Data Tables) and Data Explorer, have records bulk imported, and so on.
In this article, we will examine the Scheduled Time model in more detail, focusing particularly on its fields, and how to create/use Scheduled Time records (i.e. plan time).
📌 Reminder - definitions
In Planhat, data is structured in data models (often simply called "models"), similar to the concept of objects you may be familiar with from other tools. Examples of Planhat models include Company, End User, Asset and Conversation.
Individual data instances of these models are called records - e.g. Apple, Dell and Microsoft could be Company records; and Bob Smith, Becca Green and Cecilia Abram could be End User records.
"User" is the Planhat model for users of Planhat.
📌 Reminder - models for tracking past time
In our 2025 PSA release, we introduced two data models for tracking time that has already been spent - i.e. logging past time (work already done):
Each Time Entry record is an individual time log, representing time worked by a specific Planhat User on a specific day, optionally associated with a record of another model (e.g. a particular Project)
Each Timesheet record is a collection of Time Entries submitted by a specific User for a specific week
📌 Permissions
Like other data models, access to the Scheduled Time model is controlled via data model permissions, which are part of Roles, configured in the "Settings" Global Tool.
Click the image to view it enlarged
Why use Scheduled Time?
Scheduled Time is important for resource allocation / capacity planning / project management and similar use cases. Scheduled Time records represent upcoming work for your team to carry out, usually for customers. For example, this could be an AI project, where a customer has purchased a specific amount of setup/training hours from you. Or, you could be managing an Implementation team, and you have a customer onboarding coming up and want to know which of your teammates has capacity and should therefore be assigned to it.
We go through some practical details of how/where to use Scheduled Time later in this article (here).
Scheduled Time fields
As with other Planhat models, you manage fields, Field Rules and Profiles/Previews within the "Data Model" Global Tool for admins, as pictured below.
The screenshot below is an example of a Scheduled Time record (showing the top of a Preview), displaying some typical fields.
Let's take a closer look at some key system (i.e. standard/default) fields on the Scheduled Time model.
"Schedule Time For" (also called "Parent" in some circumstances)
This is equivalent to the "Track Time On" field (also called "Parent") on the Time Entry model
"Schedule Time For" ("Parent") is where you select the model (e.g. Workflow) and then the record (e.g. Onboarding Project for Microsoft) that you want to associate the Scheduled Time with
You can theoretically associate Scheduled Time with any model/record within Planhat. Within the "Capacity planning" part of the "Settings" Global Tool, you define which model(s) you want to be able to allocate this planned time to - you can see here for more information, and refer to the first screenshot below
When populated on a record, this field displays a symbol for the model (e.g. in the screenshot above, you can see a blue icon to denote that "PSA Implementation Project Plan" is a Workflow), followed by the name of the record, to help you quickly identify what the Scheduled Time is tracked against - this is shown in the second screenshot below
This field can also be left empty. A common use case is if you are spending time on something like internal training, or planning for an appraisal, etc., which shouldn't be linked to a specific customer project, but should still be tracked for capacity analysis e.g. in a Utilization Table or "Resource Allocation" Page
"Assignee"
This is the Planhat User (also sometimes called Team Member) assigned to the Scheduled Time - Users being you and your co-workers (who are users of Planhat)
It's possible to have a Scheduled Time record that is not (yet) assigned to a User (and so this field would be blank at that time) - these records then show on the left-hand side of a "Resource Allocation" System Report Page, which is designed to help you (as a Manager) assign Scheduled Time to the most appropriate User
"Type"
This is a list field, with two available list value options to choose between: "All Day" and "Event"
For each Scheduled Time record, select "Event" if you'd like to input start/end clock times as well as start/end dates; or, if you'd just like to enter start/end dates (without times) then select "All Day"
"Start Date" / "End Date"
These are both date picker fields, where you can select when the piece of work (e.g. a customer onboarding) should start and finish
As we just described for the "Type" field, whether you have selected "All Day" or "Event" there determines whether or not you will see a time picker as part of the date picker
Note that it is possible to create a Scheduled Time record without setting dates, but once you set one of these dates, you will need to set the other
"Hours per day"
This is a number field, where you can input the number of hours per day that the Scheduled Time work will involve
This field is in sync with the "Total Hours" field (described next), so you can choose to enter data into whichever one you want, and the other will automatically update. For example, if you create a Scheduled Time record starting Monday June 1 and ending Wednesday June 3, with 2 hours per day, then "Total Hours" will be automatically calculated as 6 hours
"Total Hours"
This is a number field, where you can input the total number of hours that the Scheduled Time work will involve
This field is in sync with the "Hours per day" field (described previously), so you can choose to enter data into whichever one you want, and the other will automatically update. For example, (as just mentioned) if you create a Scheduled Time record starting Monday June 1 and ending Wednesday June 3, with 2 hours per day, then "Total Hours" will be automatically calculated to as 6 hours
"Includes Weekends"
This is a toggle switch that is off by default (meaning that weekends - Saturday/Sunday - are excluded)
This determines whether weekends are included when scheduling/calculating "Hours per day" and "Total Hours" (the fields discussed above). For example, for a Scheduled Time record going from Friday May 29 to Monday June 1, with "Hours per day" set to 2, the "Total Hours" would be calculated as 8 if weekends are included (2 hours x 4 days), but 4 if weekends are not included (2 hours x 2 days)
"Time Off"
This is a toggle switch (Boolean/checkbox field)
You should toggle this field on when you want to schedule your time off (vacation/holiday/PTO or sick leave etc.)
This planned time off feeds into User utilization calculations, as it affects your capacity/availability
"Billable Rate" / "Cost Rate" / "Currency"
These are all revenue fields, used for profitability analysis (e.g. on the Company model, using cross-model Formula Fields)
"Soft Allocation"
This is a toggle switch, with the default being disabled
It can be used to tentatively/provisionally assign a Scheduled Time record (piece of work) to a User (as opposed to it being confirmed allocation / committed resource)
"Soft allocated" Scheduled Time displays slightly differently in a "Resource Allocation" System Page, and in Utilization Tables in Dashboard Pages - with a dotted line rather than a solid line, as shown in the example screenshot below
"Description"
Optionally, you can add a description to Scheduled Time records, to provide further details of what the planned work will involve
The example screenshot below shows a Preview for Scheduled Time, including a section for the "Description"
For Admins: how to set up Scheduled Time in your Planhat tenant
Let's take a look at the configuration for you (as a Planhat Admin) to set up in your Planhat tenant, before Scheduled Time is used by your PSA etc. teams. It's easy for you to customize the setup to best suit your organization.
If this has already been set up in your tenant, and you would like to jump to learning about creating Scheduled Time (e.g. if you are a PSA Team Lead), click here.
📌 Reminder - definitions
In Planhat, data is structured in data models (often simply called "models"), similar to the concept of objects you may be familiar with from other tools. Examples of Planhat models include Company, End User, Asset and Conversation.
Individual data instances of these models are called records - e.g. Apple, Dell and Microsoft could be Company records; and Bob Smith, Becca Green and Cecilia Abram could be End User records.
📌 Reminder - permissions
Like other data models, access to the Scheduled Time model is controlled via data model permissions, which are part of Roles, configured in the "Settings" Global Tool.
Click the image to view it enlarged
Setting which models you can link Scheduled Time to
Typically, you will create a Schedule Time record associated with another existing record (e.g. a particular Workflow, Project, Task or Company etc.). This other record (from another model) is recorded in the "Schedule Time For" field (also called the "Parent" field) on the Scheduled Time model.
You can only link a Scheduled Time record to (i.e. create a Scheduled Time record for) a record on a model that is listed within the "Capacity planning" settings, in the "Services" category, in the "Settings" Global Tool for admins, as shown in the screenshot below.
📌 Permissions
If you can't see "Capacity planning" within the "Settings" Global Tool, make sure you have the "Capacity Planning Settings" workflow permission enabled for your Role.
These settings are configured per tenant (Planhat environment). To add an additional model here, click "+ Add object", and then select your choice of model from the dropdown menu.
🚀 Tip
If you want to be able to associate Scheduled Time with Project-type Workflows, that is covered by the "Workflow" model being listed here in the settings. You only need to add "Project" to the list here if you would like to be able to associate Scheduled Time to the Project data model, which is something separate.
Adding "Scheduled Times" to Previews/Profiles of those models
If you want to be able to add Scheduled Time directly to one of these other records, e.g. a Task or a Company, you should make sure that "Scheduled Time" is included in the relevant model's Preview or Full-Page Profile Template (layout), which you configure in the "Data Model" Global Tool for admins, specifically in the "Profile" tab once you have selected your choice of data model, as shown in the example screenshot below.
To add "Scheduled Time" (in this case to a Task Preview):
Click the image to view it enlarged
What it looks like in the settings when added:
Click the image to view it enlarged
And then this is what the corresponding Task Preview itself looks like:
🚀 Tip
As usual when customizing Preview/Profile Templates, you can move these sections in the settings to position them differently in the layout (e.g. to move "Scheduled Times" above "Attachments" in the example above).
Customizing the Create Form
When Planhat Users are manually adding a Scheduled Time record, the modal where they fill in field values before clicking to actually create the record is a "Create Form" - example shown below.
As with Create Forms for other models, you can customize them within the "Data Model" Global Tool for admins - specifically in the "Profile" tab once you have selected "Scheduled Time" from the model list on the left-hand side, as shown below.
Click the image to view it enlarged
You can choose to add more fields to the Create Form, remove fields, or change the order in which the fields are listed.
You don't need to list every Scheduled Time field within the Create Form, as the other fields can always be filled in (e.g. on the Preview) after the Scheduled Time record has been created.
How to manually add/create Scheduled Time records
Now let's take a look at planning work by scheduling time.
There are two main ways to manually add Scheduled Time records, as listed below. In both cases you click "+ Scheduled Time", and this will open up the Scheduled Time "Create Form" for you to fill in.
Option 1: click "+ Scheduled Time" on a record of another model (e.g. a Task Preview, as shown in the screenshot above)
Option 2: click "+ Scheduled Time" on a table of Scheduled Time records (Data Explorer with "Scheduled Time" as the selected model, or a Data Table Page or Grouped List Page built for the Scheduled Time model)
If you use the first method above, the associated record (e.g. the Task you are adding a Scheduled Time record to) is automatically filled in for you as the "Parent" ("Schedule Time For"):
You can mouse over the Parent record name to see further details in a tooltip, as shown above.
In contrast, if you click "+ Scheduled Time" from a Scheduled Time table, you will be prompted to fill in the "Parent", by first selecting a model (e.g. Task) and then selecting a record (e.g. Training Session for Apple), as shown below.
You can type into the box at the top to help you find the relevant record more easily:
🚀 Tip
It is possible to create a Scheduled Time record without selecting a linked model/record in this way - you would just click out of this menu without selecting a Parent.
Once you have specified a Parent (or not), fill in the rest of the Scheduled Time "Create Form", and click "Create Scheduled Time" to actually create the record. This will open up the Preview of that Scheduled Time record, where you can view its details and add more (e.g. fill in additional fields) if desired.
Using Scheduled Time records
Now we've talked about how Scheduled Time can be created, let's take a look at how Scheduled Time can be used: where you can view and interact with it, to help you with your project planning etc.
"Resource Allocation" System Report Page
Scheduled Time records feed into the "Resource Allocation" System Report Page type - see example screenshot below. The highlighted "Unassigned work" part on the left-hand side is actually a list of Scheduled Time records with no "Assignee". You can click into each Scheduled Time record listed here to see more details and choose which User (Team Member) to assign the Scheduled Time to.
Click the image to view it enlarged
📚 Further reading
To learn more about Resource Allocation Pages, you can refer to our separate article here.
Utilization Table (in a Dashboard Page)
Another key place where you can see and use Scheduled Time records is in Utilization Tables (also called Utilization Charts or Utilization Widgets) in Dashboard Pages, specifically when you select "Forecasted" in the "Timeline" dropdown, which changes the base model from Time Entries (logged time - looking at the past - historical data) to Scheduled Time (planned time - looking in the future - forecasted data).
Once set up, you can use this chart to view forecasted utilization (and therefore capacity) for Users. Like when a Utilization Table is used for historical data (Time Entries), it shows utilization both as an average and for each time period specifically. Here is an example of this type of chart type within a Dashboard Page.
Click the image to view it enlarged
The chart is interactive: you can click into it to see further details.
📚 Further reading
For additional details, check out our separate article on Utilization Tables here.
Of course, you can display/analyze Scheduled Time records in other chart types too.
Tables of Scheduled Time
Like other data models, you can display Scheduled Time records in tables, e.g. Data Table Pages, displaying your choice of columns (fields), and with the ability to apply filters. Here is an example from a View.
Click the image to view it enlarged