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Company & People

Overhead

Set up overhead tasks so time not tied to an order still gets logged somewhere.

Last updated 25 days ago

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

Managing Overhead

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.

The Overhead page under Rules Engine, listing overhead tasks in a table with Name, ID, Cost Code, Category and Department columns, and a New Overhead button in the top right.

Create a category the first time you create an Overhead task.

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

Once you've created the category, you will see it in the drop-down list.

The Manage Overhead Categories dialog open over the Add Overhead panel, listing the existing categories Housekeeping, Maintenance, Supervision and Training, each with edit and delete icons, above an Add new button.
  1. Fill in the rest of the details of the Overhead task, including the Department and Cost Code. The ID, Department, and Cost Code fields are optional.
  2. Click Save to create the new Overhead task.
The Add Overhead panel, with fields for Name and Id, a Category picker with a Manage Categories button beneath it, Department set to All Departments, a Cost Code picker, and a Save button at the bottom.

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

Assigning Overhead

Once the Overhead tasks are created, you can assign crew members in Build.

In Build

Head to Build by clicking the hard hat icon at the bottom left corner. On a phone or tablet, tap the Build circle in the bottom navigation bar.

  1. Click the Overhead tab in the toolbar. On a phone or tablet, tap Controls and use Show to switch to Overhead.
  2. Select the overhead task, then add crew members as you would any order.
  3. Then click Save.
The Build page switched to its Overhead tab, with the Cleaning task selected in the list and the people sidebar open on the right showing four assigned crew members and one planned, plus a Done button in the toolbar.

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

Tips & Tricks

  • Overhead tasks can be department-specific. During the creation of the Overhead task, the "All Departments" option is selected by default, but you can select a department to make it visible only to the team in that department.

  • It's easy to differentiate crew members working on Overhead tasks vs Orders in the Active Task column in Staff Overview.

    The Staff Overview page for Main Shop, with an Active Task column showing which order and stage each assigned crew member is currently working on, alongside Status, Planned Task and Check in time columns.

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 department?

The 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.

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