How to Use Schedule Management in Built Simple: Complete Guide for Web and Mobile

Built Simple’s schedule management keeps construction projects on track with visual timelines, automatic weather alerts, and real-time updates from the field. Whether you’re on the web or mobile app, you can create, manage, and optimise schedules efficiently.

Internal link placeholder: Add link to overview of Built Simple project management tools.

Getting Started with Schedules

Web App Access

1. Log in to the Built Simple web app
   
2. Navigate to “Schedules” in the main menu
3. Select your project or create a new one

To make sure your business details and team are ready before scheduling, see [How to Set Up Your Company Profile and Team in Built Simple: Complete Setup Guide].

Mobile App Access

1. Open the Built Simple mobile app
   
2. Tap the “Schedules” icon at the bottom
3. Select your project from the list

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Creating Your First Schedule

On Web App

Step 1: Start a New Schedule

1. Click “+ New Schedule” or “Create Schedule”
   
2. Choose schedule type:
   • Master Schedule: Overall project timeline
   • Look-Ahead Schedule: 2–6 week detailed view
   • Weekly Schedule: Task-level weekly breakdown

Step 2: Add Tasks

1. Click “+ Add Task”
   
2. Enter task details:
   • Task Name: Be specific (e.g., “Pour garage slab”)
   • Duration: Days or hours
   • Start Date: Task start
   • Assigned To: Person or trade

Step 3: Set Dependencies

1. Click the link icon between tasks
2. Choose dependency type:
   • Finish-to-Start: Task B starts when Task A finishes
   • Start-to-Start: Tasks start together
   • Finish-to-Finish: Tasks end together

On Mobile App

Quick Task Addition

1. Tap “+” on schedule screen
2. Use quick entry mode:
   • Enter task name
   • Set duration with slider
   • Assign to team member
   • Tap “Save”
     

Voice-to-Schedule (New AI Feature) 

1. Tap the microphone icon
   
2. Speak naturally: “Plumber coming Thursday to rough-in bathrooms”
3. Review AI interpretation
4. Tap “Add to Schedule”
   

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Schedule Views and Display Options

Web App Views

Gantt Chart View (Default)

• Drag tasks to adjust dates
• Resize bars to change duration
• Color code by trade or person
• Critical path highlighted in red

Calendar View

1. Click “Calendar” tab
2. See tasks in monthly/weekly format
3. Drag tasks between days
4. Double-click to edit

Trade Type View (AI Feature) 

1. Toggle “View by Trade”
   
2. Schedule reorganises by trade type:
   • Concrete (gray)
   • Framing (brown)
   • Electrical (yellow)
   • Plumbing (blue)
3. Easier trade sequencing visibility

Mobile App Views

List View

• Scrollable task list
• Swipe left for options
• Tap to expand details
• Pull down to refresh

Timeline View

• Horizontal scrolling timeline
• Pinch to zoom in/out
• Tap task for quick edit
• Today line always visible

Managing Tasks

Editing Tasks

Web

• Double-click task
• Edit dates, duration, assigned person, notes/photos
• Set completion percentage

Mobile

• Tap task
• Quick actions: Slide for completion %, calendar for dates, person icon for reassignment, add photo

Task Status Updates

Web App

• Drag progress bar to set completion
• Add status notes

Mobile App

• Swipe right for quick status buttons: Not Started, In Progress, Completed, Delayed

Adding Photos to Tasks

Mobile 1-Tap Photo Proof 

1. Open task details
2. Tap camera icon
3. Take photo → auto-attaches with timestamp
4. Works offline, syncs later

Web App

1. Click task → Add Photo
2. Upload or drag/drop images

Weather Integration 

Automatic Weather Alerts

1. 24–48 hour advance warnings
2. Affected tasks highlighted
3. Push notifications (mobile)
4. Email alerts for critical weather

Weather-Sensitive Tasks

Built Simple monitors weather for:

• Concrete pours
• Exterior painting
• Roofing
• Excavation
• Landscaping

Managing Weather Delays

1. Tap “View Options”
   
2. Choose action: Reschedule, Proceed Anyway, Add Protection
3. System adjusts dependent tasks

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Resource Management

Assigning Resources (Web)

• Open task → Resources tab
• Assign People, Trades, Equipment, Materials

Resource View (Web)

• Click Resource View
  
• Check availability by person/crew, time, workload
• Conflicts highlighted

Mobile Resource Check

• Tap Team tab
• View assignments, check availability

Schedule Templates

Creating Templates (Web)

1. Build schedule
2. Click “Save as Template”
   
3. Name template (e.g., “2-Story House Standard”)
4. Select elements to include: Tasks, durations, dependencies, resources

Using Templates

1. Create new schedule → Start from Template
2. Adjust dates to fit project
3. Modify as needed

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Collaboration Features

Schedule Sharing (Web)

• Share via Email, PDF export, Live share, Client portal

Mobile Collaboration

• Share via WhatsApp, Email, SMS, Copy link

Comments and Updates

• @mention team members
• Add photos
• Push notifications
• Activity feed tracks changes

For managing updates and formal messages with clients, see [How to Handle Client Communication in Built Simple: Professional Client Management].

Advanced Features

Critical Path Analysis (Web)

• Enable Show Critical Path → Red highlights crucial tasks
• Automatically updates with schedule changes

Schedule Optimisation

• Click Optimise → AI suggests resource leveling, compressed timelines, cost optimisation

Baseline Comparison (Web)

• Save Baseline → Make schedule changes → Toggle Show Variance
  

Mobile-Specific Features

Offline Mode

• Full schedule offline
• Changes auto-sync when connected

Location-Based Updates

• Enable location services
• Auto check-in, task suggestions, automatic time tracking

Quick Actions

• Long press task menu
• Swipe gestures for status
• Shake to undo
• 3D Touch preview (iOS)

Best Practices

Daily Schedule Management

• Morning: Review tasks
• On-site: Update progress
• End of day: Note completions
• Document issues immediately

Weekly Planning

• Monday: Week review
• Wednesday: Mid-week check
• Friday: Update for next week

Communication Tips

• Update tasks same day
• Add photos for clarity
• Use comments for issues
• Tag relevant team members

Troubleshooting

Schedule Won’t Load

• Check internet
• Pull to refresh
• Clear cache

Changes Not Saving

• Ensure online
• Check permissions
• Manual save

Conflicts and Overlaps

• Resource view highlights conflicts
• Adjust dates or split tasks

Tips for Success

Web App Power Features

• Keyboard shortcuts, multi-select, filters, custom views

Mobile Efficiency

• Widgets, notifications, voice input, camera integration

Integration with Other Features

Estimates to Schedule

• Import estimate phases → Auto-create task structure → Link costs

For building estimates up to 80% faster before linking them to schedules, check [How to Use Assemblies for 80% Faster Estimating in Built Simple].

Schedule to Invoicing

• Track billable progress → Generate progress claims → Photo documentation → Automated reporting

Next Steps

1. Set up automatic weather alerts
   
2. Create schedule templates
   
3. Configure team notifications
   
4. Learn mobile shortcuts
   

Need Help?

• In-app help
• Video tutorials: builtsimple.com/help
• Support: [email protected]
• Community: Share tips with other builders