Quick reference to colors, icons and metrics

SECURITY  All Users

NAVIGATION  Calendar > Dispatch Calendar

NAVIGATION  My > Miscellaneous > Calendar

To open the page, use the path(s) in the Security and navigation section above.

Your Autotask calendar and the Dispatch Calendar use color coding and utilization metrics to help you quickly distinguish between schedule item types and see who has free time. The charts below will help you understand them.

Color Calendar Item Description
Yellow Service Call A time slot reserved for a specific customer. You add tickets and/or tasks to the service call that you want to address during the scheduled time. The service call appears on the calendar of all users who are assigned to a ticket or task that is part of the Service Call.

NOTE  On your calendar only (not on the Dispatch Calendar), when a ticket or task listed on a service call has been completed, it has a line through it.
Blue To-Do A time slot scheduled for a non-billable organization Your Autotask instance may be configured to use one of the following terms instead: Account, Business Unit, Client Company, Customer, Site. related activity. Users must have access to the CRM module in order to view to-dos on their own calendar.
Light Pink Appointment A time slot scheduled for non-company related appointments such as private appointments or company meetings.
Pink Time Off (requested and approved) A time slot for which the resource has submitted a time off request; text indicates whether the time off is requested or has been approved.

You cannot drag and drop time off items.

Green Holiday Resource holidays, based on the Holiday Set associated with the internal location of the resource that appears on the schedule. Resources assigned to different locations may show different holidays.

You cannot drag and drop holidays.

White Empty Calendar Slot Unscheduled time.
Icon Description
Click to show all tasks and tickets.
Click to hide tasks and tickets.
Indicates that the service call is completed and all associated tasks and tickets are completed.
Indicates that the service call is completed but one or more associated task or ticket is incomplete.
Indicates a ticket.
Indicates a task.
Indicates that two or more schedule items overlap.

Utilization Metrics track and display information about resource time. The utilization metrics include the following numeric values:

  • 0.00/0.00 (Hours scheduled/ Hours available)

Hours scheduled = all time scheduled on the calendar for that day including appointments and to-dos. Hours available = Daily Availability

  • 0% (Percent of available time used)
  • 0.00 (The total available hours remaining)

You will see the following totals:

  • Total values for all resources, both individuals and workgroup members, that appear in the schedule
  • Total values by workgroup, for all resources that are members of the workgroup
  • Total values for all individuals that appear in the schedule and are not members of a workgroup.
  • Values for each individual resource

The following table describes the color coding for utilization metrics:

Indicator Description
  Green - Over 75% of the resources available time is scheduled.
  Yellow - Between 50% and 75% of the resources available time is scheduled.
  Red - Less than 50% of the resources available time is scheduled.

NOTE  The color coding for the utilization metrics display in the Dispatch Calendar is different from the color coding that appears in the workload report.