How does automated scheduling work in Beeye?

Learn the prerequisites and basic principles for automatically scheduling your missions in Beeye. Understand how the AI scheduling rules operate.

Who can access automated scheduling?

Access to automated scheduling is limited to users with the appropriate permission level, which is configured in Settings > Roles.

Good to know:

On the templates page or within a project sheet, if the three criteria Resource, Budget, and Due Date are filled in for a task, the necessary condition for automated scheduling will be met, and you will be able to launch the scheduling process.

Where to launch the automated scheduling feature?

Automated scheduling can be used in three different ways:

From a project sheet
- Open the project you want to schedule.
- You can then choose individual tasks to schedule and start the automated scheduling.
From the project page
- Allows you to schedule multiple projects in bulk at once.
From the tasks page
- Provides a global view to schedule multiple tasks according to your criteria.

How to configure fields and conditions for automated scheduling in the templates ?

Go to the relevant template
Select your task.
Fill in at least the resource, Budget, and Due Date sections (mandatory).
Complete the <Automated Scheduling> section:
- Set the buffer (days before the due date or days after the start date).
- Choose when to position the task in the schedule:
  - As early as possible: as close as possible to the start date according the configured buffer.
  - As late as possible: as close as possible to the due date according to the buffer.
- Optionally allow planning to be split over several days: enabling this will divide your task into multiple cards.
  - You can define the minimum split duration further down in the section.
- Lock schedule: if you want this task to be non-editable or non-movable by others, you can lock it. This will have the effect of a 🔒 lock.

How to launch scheduling for a single project via the project sheet ?

You can launch the scheduling of a project directly from the project sheet.

Go to the project.
Adjust the fields and automated scheduling conditions as described in the previous section.
Click on the magic wand icon to start the scheduling.

Good to know:

If no task is selected and you launch automated scheduling, the process will be applied to the project as a whole.

How to launch scheduling for multiple projects (in bulk)

If you want to launch automated scheduling for multiple projects at the same time:

Go to Projects.
Use the available filters, if needed, to display only the projects you want to schedule automatically.
Click the “Schedule” button.
A confirmation message will appear, warning you that launching the scheduling will overwrite any existing scheduling.
Click OK to confirm.

6. A pop-up will confirm that the action has started.

Note: Launching automated scheduling for multiple projects at once does not mean that all tasks within your projects will be scheduled.
As a reminder, only tasks with the required criteria: Resource, Budget, and Due Date completed will be eligible for automated scheduling.

Properly setting up your project before using automated scheduling

Three main conditions must be met for a task to be scheduled automatically:

Assign the task

The assignment can be done in several ways:
- A specific user is directly assigned to the task.
- A profile filter is applied and matches at least one user.
- A reference to a custom field value (mission or client resource-type field) is applied and the field is filled in.
- A reference to another task within the same mission points to that task’s parameters and therefore to at least one assigned user.
Define a due date (task deadline).
Set a default budget for the task.
Fill in the “Automated Scheduling” section of the task.

Task order: Be careful with the order of tasks. In its current version, the feature schedules tasks based on their display order.

Automated Scheduling Rules

The algorithm behind automated scheduling works in three main steps:

Select the user to be automatically assigned to a task.
The algorithm evaluates all available users for the task (based on its configuration) and assigns a score to each one according to several weighted criteria, ranked by importance:
- Their availability
- Their history with the client (whether they have already worked for them or not)
- Their history with similar tasks
- Their billing rate
- Their cost rate
Once each user has been scored, a weighted average is calculated, and the user with the highest score is automatically assigned to the task.
Create an optimal schedule based on the constraints defined in the “Automated Scheduling” section of the task.

Some scheduling constraints, whether set up within the task section or from the template, allow you to:

Choose the optimal scheduling interval per task.
Select whether to schedule as early as possible or as late as possible.
Define a buffer if needed.
Lock the schedule.
Split or not to split the task.
Prevent splitting the task into multiple segments.

Once automated scheduling is applied to a project, all existing future scheduling will be erased and replaced with the new optimized plan.

Scheduling late tasks

The automated scheduling feature allows you to schedule tasks whose due date has already passed.
You can:

Place them on the past due date,
Adjust them according to team members’ availability,
Or define a date range in which to schedule the late task.

This helps catch up on delays and keep your schedule up to date without manual action.