Set up Your Team Members Calendar in BigTime Resource Management

Table of Contents

Team Members' Calendar Locations in Resource Management
Setting Up Your Team Members' Calendar
Using Filters
Sort Team Members in the Calendar
Managing Assignments in Calendars
   Overview of Tools 
   Creating and Editing an Assignment with the Cursor
        Cutting an Assignment
        Copying an Assignment to Another Staff Member
        Cloning an Assignment
        Connecting an Assignment to a Demand
        Removing an Assignment
        Bulk Add (Assign Multiple Staffers at Once)
Grouping in the Team Calendar in the Projects Tab
Frequently Asked Questions 
     What’s the difference between Clone Assignment and Copy Assignment?
     How can I change how bars summarizing the scheduled hours' status are counted on the calendar?

Team Members' Calendar Locations in Resource Management

In BigTime Resource Management, you can access a team member calendar that will give you a bird's eye view of your employees’ assignments, time off, and other details to help you manage your resources. You can access this calendar from BigTime by clicking on the Resourcing navigation bar tab and then clicking Team Members Calendar. This will take you out of BigTime and navigate you to the People Calendar in Resource Management.

If you’re already in Resource Management, you can get to the Team Members Calendar by clicking the Calendar tab in your main navigation sidebar and then clicking the Team Members sub-tab below.

 This article will show you how to set up your Team Members' Calendar.

Setting Up Your Team Members' Calendar

You have many options when it comes to customizing your Calendar view. You can set filters so it only displays certain data types, or you can change the date range you’d like to see. You can set:

1. Filters: Apply Filters if needed. To learn more about how filtering in Resource Management works, go to the article: Using Filters in BigTime Resource Management

2. Types of Assignments: Adjust the types of assignments you want to see in the calendar: 

3. Grouping: In the Team Members Calendar, assignments are grouped by Project by default. 
The grouping type cannot be changed.

4. Custom options: Configure Custom View to adjust the calendar view to your specific needs: 

5. Data granularity: Select the data granularity - you can choose Days, Weeks, or Months:

6. Number of Results per Page: Select the number of results per page: 

7. Range type: Set the range type. You can choose from Week-Based Ranges, Month-Based Ranges, Quarter-Based Ranges, and Year-Based Ranges: 

Using Filters

One element of this view is the search bar, which allows you to filter the data you need. Read the article to learn more about how filtering in Resource Management works.

Sort Team Members in the Calendar

You can organize your team view by choosing how to sort the list. 

1. Click the sort icon and pick one of these options:

• Last Name – shows staff alphabetically.
• Planned Hours – shows staff by their scheduled hours.

2. Then, choose the order:

• Ascending – smallest to largest / A to Z.
• Descending – largest to smallest / Z to A.

Click Apply to update the list.

Managing Assignments in Calendars

Left-click to create an assignment for any staffer. To learn more about managing assignments, check out the full guide: Manage Assignments in BigTime Resource Management

Note: Assignments are fully decoupled from tracked time. Editing, cloning, copying, or removing an assignment affects only future scheduling and does not modify any time entries already logged in BigTime.

Overview of Tools 

You can manage your team’s assignments using the convenient toolbar in the calendar's top-left corner:

The table below provides a quick overview of what each tool does:

All icons include tooltips. Changes are saved only after you click Apply or Apply and Close.

Creating and Editing an Assignment with the Cursor

To create a new assignment, follow these steps:

1. Click the Cursor icon.
2. Hover over an empty spot in the calendar.
3. Left-click to open the list of projects.
4. Select the project you want to assign.
5. Click Create Assignment to open the assignment details.

To edit an existing assignment, click the cursor and then on the assignment tile. The same assignment window will appear as when creating a new one.

Cutting an Assignment

1. Click the Cut icon.
2. Hover over the assignment tile you want to split.
3. A vertical dashed line shows where the cut will happen.
4. Left-click to split the assignment.
5. The tile will be divided into two assignments at that point.

Copying an Assignment to Another Staff Member

1. Click the Copy icon.
2. Click the assignment you want to copy.
3. A list of staff members will appear.
4. Select the staff member you want to assign it to.
5. Click Schedule to apply the copied assignment with the exact details.
6. To open that staff member’s calendar, search their name in the Staff List.

Cloning an Assignment

1. Click the Clone icon.
2. Click the assignment you want to duplicate.
3. A copy of the assignment will instantly appear in the same staff member’s calendar.

Connecting an Assignment to a Demand

1. Click the Connect to Demand icon.
2. Click the assignment you want to link.
3. A list of available demands will appear.
4. Select the demand you want to connect.
5. Click the Connect icon to link the assignment.

Removing an Assignment

1. Click the Remove icon.
2. Click the assignment you want to delete.
3. A confirmation window will appear.
4. Click Remove to confirm.
5. The assignment will be removed from the project schedule. Removing an assignment does not delete any time entries or financial data; actuals remain unchanged.

Bulk Add (Assign Multiple Staffers at Once)

1. Click the Bulk Add icon in the toolbar.
2. Fill out the assignment details (project, time, deliverable, status, etc.) once.
3. Click on each staff member’s row in the calendar to apply the assignment.

✅ Tip: This tool saves time when staffing larger projects. Instead of creating or copying assignments individually, you can apply the same template to many people in just a few clicks.

Grouping in the Team Calendar in the Projects Tab

In the Team Calendar located within the project profile, assignments are grouped by Task by default.

Each task group appears as a horizontal label stretching across the calendar. The label includes:

• Task name

• Start date

• End date

A timeline shows the task’s duration just below the label. Both the label and the timeline appear above the assignments for that task group.

If a task has no dates, the label displays “not set,” and no timeline appears.
If a task has only one date (either start or end), the timeline runs from that date to the beginning or end of the visible calendar period.

Date formatting follows the settings defined by manager.

Frequently Asked Questions 

What’s the difference between Clone Assignment and Copy Assignment?

Both options help you reuse existing assignments, but they serve different purposes:

Tip: Use Clone Assignment when you’re creating a sequence of similar assignments. Use Copy Assignment to… when you’re distributing the same task across multiple team members.

Both actions duplicate only scheduled hours and assignment configuration. They do not copy tracked work or affect actual time entries.

How can I change how bars summarizing the scheduled hours' status are counted on the calendar?

Suppose you want to change how the calendar bar graph summarizes the status of scheduled hours. In that case, you can open My Settings and check off the appropriate boxes in the Scheduled Utilization Settings section.