WorkPlanner
Add to Worksheet Flow
How to send selected planner jobs and quotes to an existing worksheet or create a new worksheet from the selection.
Add to Worksheet is the planner route for turning selected work into a worksheet assignment without leaving the planning screen. It can handle selected jobs, selected quotes, or a mixture of both.
Before the Popup Opens
- Selection required: Planner will not open the worksheet flow unless at least one valid job or quote is selected.
- Existing worksheet checks: Jobs already sitting on an incomplete worksheet are not treated as available add-to-worksheet jobs in this flow.
- Mixed-business warning: If your selection spans more than one business, the planner warns you before you continue.
Choosing Existing or New
- Select Existing: Search the incomplete worksheets and choose the one you want. The search box is there to narrow the list quickly when there are many open worksheets.
- Create New: Build a new worksheet directly from the selection instead of leaving the planner to create one first.
Fields in Create New
- Business: This appears when the selection spans multiple businesses. It decides which business will own the new worksheet.
- Worksheet Name: Use a clear name your team will recognise. If you leave it blank, Work Planner falls back to the current date.
- Assigned Team Member: Use this when the worksheet should belong to a particular user straight away. Leave it as Unassigned if the route is not yet allocated. It only shows if your role can assign worksheets. Without that, the new worksheet is left unassigned, or is yours if you only see your own worksheets.
- Vehicle: The van the new worksheet goes out in. It starts on the van the assigned team member drives, with Their usual vehicle underneath, and follows them if you change who it's for, until you pick a van yourself. Choose No vehicle if it isn't going out in one. It shows when the business has vehicles and your role can see them. With work from more than one business, it waits until you've chosen the Business, as each van belongs to one business, and changing the business starts it again on that business's vans. Adding to an existing worksheet leaves its van as it is.
When Someone Is Off
The popup checks the days the work is for against your team's availability. The days are the planner days you ticked the work on, with overdue work counted as today.
- In the people list: anyone who's off on one of those days is marked, such as Off Thu 13 Mar or Off 2 days.
- Under your choice: when the person you pick, or the person an existing worksheet belongs to, is off, the popup says so, for example Sam Field is off on 2 of these days: Thu 13 Mar (on holiday), Fri 14 Mar (doesn't work Fridays). You can still give them the work.
- Bank holidays: if one of the days is a bank holiday your business keeps, the popup says that too.
- Only a warning: nothing stops you going ahead. Someone else's sick or other time off shows as just Off, unless your role can manage time off.
When the Vehicle Is Off the Road
When the vehicle a new worksheet goes out in is booked off the road on one of the days the work is for, the popup says so under Vehicle, for example Van 2 is off the road on Fri 23 Oct (MOT). You can still put the work on it. It's only a warning: pick another vehicle, or go ahead.
What Happens After Confirm
- Existing worksheet: Selected jobs and selected quotes are added to the worksheet you chose.
- New worksheet: Work Planner creates the worksheet first, then attaches the selected jobs and quotes in the same step.
- Planner refresh: The planner updates job worksheet markers after the add succeeds so the same work is not shown as freely available by mistake.
Related articles
- Multi-Select and Batch Moves: Covers how to build the planner selection before opening this flow.
- Creating a Worksheet: Useful when you want the full worksheet creation screen instead of the planner shortcut.
- Adding a Job to a Worksheet: Explains the same outcome from the Jobs area rather than from Planner.
- Planner Screen: Useful if you want to see where the selection bar and worksheet action sit on the main screen.
- Team Availability: Where you see who's off and book their time off.