Scheduling & Job Calendar

The Calendar View

Since the human mind is conditioned to view events on a calendar, we put powerful and flexible month and week calendars into Studio Manager. The tasks that you schedule and track against jobs can thus be viewed in a way that is very intuitive. The calendar can be filtered by employee, client or job to see only what you want to see. You can click task items to get a fuller description or make edits (see below).

This calendar screen is designed to fit well on a 13″ screen to allow access from a laptop. Consider enlarging on a big screen to enable group work sessions to manage your complicated schedules, staff assignments and deadlines. In FileMaker Pro 16, the Zoom tools and keyboard shortcuts can be found at the bottom of the View menu.


View Editable Tasks from the Calendar Screen

Hover over calendar items to see more detail or click an item to bring up a mini task screen to see everything. Edit the task details right there such as: slipping a date forward or back, adding someone or reassigning it to a less busy staff person.

The Calendar Week View

When a little month box just doesn’t show enough, you can drill down to the week view by clicking the left edge of the week in Month View (it’s actually a button). You’ll get something like what you see below but probably with lots more entries reflecting the intensity most design firms experience. This view has more space for each task and shows 12 tasks per day.


The 4-Week Job Calendar

You can look out over 4 weeks and scan down and see what your weeks are shaping up like. This can help you see where the logjams may be. Each deadline entry has the initials of the person responsible on there! This may be better than a regular calendar view when you need to see absolutely everything happening on a day or in a week or month. Experiment and see which is better for your various needs.

The 4-week schedule is formatted to print 11×17. There is also a 2-week version below.

SM13 2wk Schedule

Schedule showing 2 weeks (cropped image)

Scheduling is one of the toughest challenges a creative services firm faces. Handling this well could mean the difference between profits or loss. Regular project management software does one project at a time which does only half the job.

Load Leveling. After you plan the project, you need to see all the projects at once so you can see where you need to bring in additional freelance support and where you can take on one more time critical project and still hit the marks.

Set Up Your Task Deadlines for Each Job


This is the Jobs module – the control center for Studio Manager. The first or opening screen shows tasks. To add or edit tasks, choose the Tasks tab (shown above). Note the color coding. This is made possible by a FileMaker feature called Conditional Formatting. Overdue tasks show in bright red (pink on the printed report), tasks due on the current day are green, within 3 days = black, and future tasks appear in gray. Note that color coding also appears on the printed report (below).

The tasks associated with a job can be tracked effectively. A separate tasks screen (the 3rd tab shown below), allows you to enter all the deadlines for a job. A related tasks table stores any additional information about the task such as addresses, contact people, etc..

Employees Have Their Own Task Lists

Employees can view their own tasks and keep them current by checking off tasks as they are completed. This allows traffic and project managers to see who can take on more work or who is overloaded and needs relief to meet deadlines.

Which they can print

Staff can print a hard copy of their task list.


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