Overhead

Introduction

You can use Overhead tasks in Building Swell to manage and categorize time spent on work not directly relating to project orders, such as R&D, clean-up, maintenance, etc.

Step-by-Step Guide

Creating and Managing Overhead Tasks

Head to the Overhead page under the Rules Engine section to create overhead tasks. Overhead is the page where you can manage all the Overhead tasks for your team.

You must create a category the first time you create an Overhead task.

Click on the Add button in the top right-hand corner
Select the Manage Categories button in the middle of the list
Click on the Add new button to create a new category of the overhead tasks.

Once you've created the category, you should be able to see it in the drop-down list.

Fill in the rest of the details of the Overhead task (the ID field is optional).
Click Save to create the new Overhead task.

These overhead tasks are now available to be assigned to crew members.

Assigning Overhead Tasks to Crew Members

Once the Overhead tasks are created, you can assign crew members in Working Day & Daily Planner.

In Working Day:

Head to Working Day by clicking the hard hat icon at the bottom left corner.

Click the Manage button located in the top right-hand corner.
Click on the Overhead tab.
Select the overhead task, then add crew members as you would any order.
Then click Save.

Once assigned, you can see the Overhead tasks being worked on.

In Daily Planner:

Head to Working Day by clicking the hard hat icon at the bottom left corner.

Click the Manage button located in the top right-hand corner and then click Daily Planner.
You should see the Overhead orders here and can drag and drop to add crew members as you would any order.
Then click Save.

Once you click Save you'll be able to see all Shop Workers who are now working in Overhead:

Overhead can also be worked in batches:

Note: You cannot work in batches in Overhead and in an Order

Tips & Tricks

Overhead tasks can be shop-specific. During the creation of the Overhead task, the "All shops" option is selected by default, but you can select a shop to make it visible only to the team in that shop.
It's easy to differentiate crew members working on Overhead tasks vs Orders in the People tab in Working Day.

FAQ

Are the Overhead tasks included in the crew member's timesheet?

Yes, Overhead tasks are logged in the timesheet the same way the Orders are. You can see the Overhead tasks each crew member performed in the Timesheet page.

Who can manage the list of available Overhead tasks for the shop?

The shop manager account role has special permission to access the Overhead page in Building Swell. If you don't see the Overhead page in the left-hand menu bar, please contact our support team via the in-app support button.

Conclusion

Overhead tasks are a great way to categorize billable tasks that are not directly related to project orders.