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Resource Scheduler

Gantt-like calendar for visual task scheduling with drag-and-drop planning

Available in Board View, Workspace View
View modes Week, 2 Weeks, Month, Year-Monthly, Year-Daily
Actions Drag-and-drop, resize, create, assign to multiple users, unplan
Color schemas Status, Group, Color Picker

Overview

The Resource Scheduler is the central planning surface of Flexible Resource Planning. It displays a Gantt-like horizontal calendar with team members listed on the Y-axis and dates along the X-axis. Tasks display as colored bars positioned by their timeline dates and assigned user. Access the Resource Scheduler as a Board View (add it to any board) or from the Workspace View (click Scheduler in the app sidebar).

Use the Resource Scheduler to visually plan, reschedule, and balance work across your team. Drag tasks to new dates or different assignees, resize bars to adjust duration or hours, and create new tasks directly on the calendar. Every change syncs back to your monday.com board in real time.

Resource Scheduler overview showing the Gantt-like calendar with team members and task bars
Tip The Resource Scheduler works best on boards where you have a Timeline column (for start/end dates), a People column (for assignees), and a Numbers column (for estimated hours). Make sure these columns are mapped in Settings before you begin scheduling.

Accessing the Scheduler

The Resource Scheduler is available in two contexts, each suited to different planning needs:

Board View

In Board View, the scheduler operates within a single board context. To add it:

  1. Open any monday.com board.
  2. Click the + button next to your existing views (Main Table, Kanban, etc.).
  3. Search for "Flexible Resource Planning" in the Apps section. The app appears under the Apps section of the view picker, not in the standard views list.
  4. Select it to add the Resource Scheduler as a new view tab on your board.

The Board View scheduler displays only the items and people from that specific board.

Workspace View

The Workspace View provides a cross-board scheduling experience. Open the Flexible Resource Planning app from your workspace's left navigation, then click "Scheduler" in the app sidebar. This view aggregates items from multiple boards configured in your workspace, giving you a unified planning surface.

Note In Workspace View, you can add any board via the board picker in the toolbar. If a board has not been configured yet, you will be prompted to set up its column mappings before it can be used on the scheduler.
Resource Scheduler board setup showing Add boards, selected boards with field mapping status, and Open Scheduler button

Scheduler Toolbar

The scheduler toolbar at the top of the view provides all the controls you need for navigation, filtering, and display settings:

Scheduler toolbar with view mode, filters, workload toggle, and Plan Item button

Calendar Views

The scheduler provides five view modes so you can plan at the granularity that fits your needs. Switch between them using the view mode dropdown in the toolbar (e.g., "Week - Daily").

Week - Daily (Default)

Displays a 7-day window with one column per day. This is the default and most commonly used view for day-to-day planning. Tasks appear as horizontal bars spanning their start and end dates. Ideal for sprint-level work and daily stand-ups.

2 Weeks - Daily

Extends the view to 14 days while keeping one column per day. Useful when you need to see a full sprint plus the next one, or when planning handoffs across two weeks.

Month - Daily

Shows the entire month with one column per day. Task bars are more compact. This is ideal for spotting bottlenecks, reviewing monthly capacity, and higher-level planning.

Year - Monthly

Displays the full year with one column per month. Provides a bird's-eye view of long-term resource allocation and project timelines. Tasks appear as thin bars within monthly columns.

Year - Daily

Shows the full year with one column per day — the most granular long-range view. Useful for spotting gaps and overlaps in annual planning, though task bars appear very narrow at this zoom level.

Navigation Controls

View mode dropdown showing Week-Daily, 2 Weeks-Daily, Month-Daily, Year-Monthly, and Year-Daily options
Tip The first day of the week (Monday or Sunday) is determined by your account-level settings. You can configure this in the plugin's Settings page.

Task Cards

Each task on the scheduler is represented as a colored card (bar). The card conveys key information at a glance:

Click on any task card to open an action tooltip with details and quick actions:

The tooltip also provides three action buttons:

Example For example, a task called "Design Homepage" might appear as a blue bar spanning Mon–Fri, assigned to a team member, with "16h" displayed on the card.
Task action tooltip showing item details, hours, assignee, timeline, and Edit/Log Work/Duplicate buttons

Drag and Drop

The Resource Scheduler supports intuitive drag-and-drop interactions that let you reschedule and reassign work without leaving the calendar. All changes are synced back to monday.com columns immediately.

Move Tasks Between Dates

Drag a task card horizontally to move it to a different date range. The task's Timeline column in monday.com updates automatically, preserving the original duration (the gap between start and end dates stays the same).

Move Between Assignees

Drag a task card vertically to a different team member's row to reassign it. The People column in monday.com updates to reflect the new assignee.

Resize Duration

Grab the right edge of a task card and drag it left or right to shorten or extend the task's end date. This adjusts the Timeline column's end date while keeping the start date fixed.

Assign to Multiple Users (Ctrl+Drag)

Hold Ctrl (Windows/Linux) or Cmd (Mac) while dragging a task to a different team member's row. Instead of reassigning the task, this adds the new person as an additional assignee — the original assignment stays, and the item now appears on both users' rows. The scheduled hours are automatically divided equally between all assignees.

This is useful when multiple people need to work on the same item. The monday.com People column updates to include all assigned users.

Resource Scheduler with drag-and-drop task bars for rescheduling and reassigning work
Tip Enable the workload overlay while drag-and-dropping tasks. As you move a task to a different assignee or date, you can instantly see if the move would overload that person. See Workload Management for details.

Creating Tasks

There are three ways to add new tasks or schedule existing unplanned items from the Resource Scheduler.

Quick Create

Click on any empty area in the calendar grid — the intersection of a team member's row and a date column that doesn't have a task on it. A quick-create dialog appears pre-filled with the assignee and date. Enter the item name and optionally set hours, then press Enter or click Create. The plugin creates a new monday.com item on the board and it immediately appears on the scheduler.

New Item Button

Click the "+ New Item" button in the toolbar to open a full creation form. This form includes fields for:

The dialog also includes a Request Leave shortcut at the bottom, allowing quick access to the leave request form without leaving the scheduler.

Tip If you're working across multiple boards in Workspace View, the "Board" dropdown in the New Item form lets you create items on any configured board — you don't need to switch boards first.

Item Box (Search Unplanned Items)

Click the + Plan Item button in the toolbar to open the Item Box — a slide-out search panel that lists unplanned items (items that exist on the board but have no timeline set). Search for an item by name, then drag it from the Item Box directly onto the scheduler grid to assign it to a person and date.

Example Open the Item Box, search for an unplanned task by name, and drag it to a team member's row on your desired date. The item's Timeline and People columns update automatically.
New Item dialog with Board, Group, Item Name, Assignees, Timeline, Hour, and Status fields

Unplanning Tasks

To unplan a task (remove it from the schedule without deleting the underlying monday.com item):

  1. Click the task to select it.
  2. Click the three-dot menu on the task.
  3. Choose Unplan.

This clears the item's Timeline column so it no longer appears on the scheduler, but the item stays on your monday.com board. You can re-schedule it later via the Item Box.

Tip Unplanning is useful when priorities shift and you want to remove a task from the visual schedule without losing the item's data. The item returns to the "unplanned" pool and can be found again through the Item Box.

Item Level Toggle

monday.com supports sub-items (nested items under a parent). The Item Level setting controls which level of items the scheduler displays. This is configured in Board Settings (click the icon in the scheduler toolbar) and can be changed at any time:

Note Sub-items must have their own Timeline and People column mappings configured in Settings. If sub-item columns are not mapped, they will not appear on the scheduler even when "Sub-items" or "Both" is selected.

Color Schema

Task card colors help you quickly identify categories, statuses, or custom groupings. The color schema is a board-level configuration — open Board Settings (click the icon in the scheduler toolbar) to change which color source is used:

Status

Task card colors match the values of the mapped monday.com Status column. For example:

This mode is ideal when you want to see progress at a glance across your team.

Group

Task card colors match the monday.com group color that each item belongs to. For example, if your board has groups like:

This mode is helpful for seeing which phase or category each task belongs to.

Color Picker

If you have a Color Picker column on your board, you can assign a custom color to each item manually. The scheduler reads the Color Picker column value and applies it to the task card. Use this mode when you want full manual control over task colors.

Tip A color legend is displayed at the bottom of the scheduler showing which color maps to which status, group, or label. Click the legend icon in the toolbar to toggle it on or off.
Scheduler toolbar with Color Schema options for Status, Group, and Color Picker

Keyboard Shortcuts

Speed up your planning workflow with these keyboard shortcuts:

Shortcut Action
Ctrl/Cmd + Drag Assign a task to an additional user (hours divided equally)
Escape Close any open dialog, panel, or deselect all tasks

Additional shortcuts may be available in future updates.

Tip On macOS, use Cmd as the modifier key. On Windows and Linux, use Ctrl. The shortcuts work the same way in both Board View and Workspace View.