Planning: splitting the work person by person

The task board answers "what is there to do". Planning answers the other question, the Monday-morning one: "who's doing what this week?"

Same material — your tasks — turned around. Instead of a list per trail or per project, a board per person.

Where: left navigation bar, under Administration → Planning. Your own board is under General → My planning.

Choosing who you're looking at

The section opens on the list of people you can assign to, in two tabs.

Members are the people in the place. Search matches the name and the email, which helps when two people share a first name.

Groups are your crews. A group is planned exactly like a person: it has its own board, and a task handed to it belongs to the crew rather than to anyone in particular. That's the right tool for "the Saturday crew" — see groups.

An assignee's board

The board shows that person's tasks in their status columns, and you drag them from one column to the next like on any kanban.

What's specific to this screen is the task panel. It opens from the Add → An existing task menu, and it lists the place's tasks that aren't already handed to someone else. Dragging a task onto a column does two things at once: it assigns it to the person and puts it in that status.

That's the gesture the whole section is built around. Splitting twenty tasks takes a minute, instead of twenty round trips through task pages.

Four things to know about the panel:

• Double-click a task to add it straight as New, no dragging.
• Shift + click selects several tasks, then a single drag assigns them all — the badge on the drag preview tells you how many you're carrying.
• Every card shows a map thumbnail centred on the task. That's what lets you group a job geographically rather than by whatever the titles happen to say.
• The panel fades out while you drag, so you can see the columns. It comes back when you drop.

Finally, hover a task and press Space: it opens in a window without leaving the board.

What the board doesn't show

This is the most important rule in the section, and it surprises people: tasks already attached to a project don't appear here.

Planning only shows tasks that are outside any project. A task belonging to "2026 season opening" is driven from that project's kanban, not from the person's.

That's deliberate: without the rule, the same work would appear on two boards and nobody would know which one is authoritative. Remember the split:

So if a task "disappears" from someone's board, the first thing to check is whether it has just been added to a project.

Two quieter omissions:

• the board only shows the current activity, as everywhere else;
• the panel doesn't offer to-dos — only tasks placed on a point or a trail segment.

The Done column

The fifth column shows no cards: it shows a message. Dropping a task on it marks it done, and it leaves the view immediately.

Nothing is lost: a member's board is a working surface, not a history. To find what has been completed, use the status filter in the Tasks section.

My planning

The other side of the same material: what you have to do. It's a separate section, at the top of the menu, and everyone has it.

By default the board shows everything that falls to you: what is assigned to you personally and what is assigned to the groups you belong to. That's the "All" setting.

The filter lets you narrow it down:

• All — your tasks and your groups';
• Me only — just what carries your name;
• a specific group — just what is handed to that crew.

"Me only" is the right setting when a crew shares a lot of tasks and you want to know what is personally yours. To tell the two apart at a glance, cards that came through a group carry a badge with the group's name.

The same task panel is here, with one meaningful difference: whatever you pull from it is assigned to you, never to the group — even when the filter is set to a group. It's a tool for taking work, not for handing it out.

Like a member's board, "My planning" only shows tasks outside any project.

In the field

Mobile carries "My planning" as one of the view-switcher views, alongside Field, conditions and checklists.

The screen shows one column at a time: on a phone, that's the right format. Swipe to reach the next one, or tap the status name to jump straight to the right one. There are four columns — New, Ready, In Progress, On Hold — and no Done column: in the field, finishing a task takes it out of the list.

Two things to know:

It works offline. The list is cached: you leave in the morning with your day in your pocket, and it stays readable without a network. What you do in the field goes back into the sync queue as soon as the network returns.

There is no crew planning on mobile. Assigning other people's work is done from the web. Mobile shows what falls to you, personally and through your groups, with no filter: the equivalent of the "All" setting.

Who can plan

Crew planning falls under the Planning right in the place settings, and it requires the read and write level: without it the section doesn't appear at all. That's consistent — a board where nothing can be moved would have no use.

"My planning" has no right of its own: being able to read tasks is enough, which is true of nearly everyone. It's your own work.

See roles to grant the planning right.

Three pieces of advice

Assign to a group when the person doesn't matter. "The Saturday crew" beats picking a name at random and changing it three times. Everyone will see the task in their own planning.

Use the panel, not the task pages. Opening twenty tasks to assign them one by one is the slowest route. Shift + click, one drag, done — and the map thumbnails help you hand someone a batch of tasks that are all in the same place.

Don't look for project tasks here. If your job is set up as a project, its kanban is the right place — and it's built for it.