Introducing Magnetic 2.3: The New Team Scheduler

Introducing Magnetic 2.3: The New Team Scheduler

Managing your team’s workload just got a whole lot easier. With Magnetic 2.3, we’re rolling out a brand-new Team Scheduler designed to give you more control, flexibility, and visibility over task allocation and resource management. Whether you’re balancing workloads, assigning multiple team members to a task, or tracking capacity in real time, this update ensures your team stays productive and efficient without guesswork.

Smarter Task Scheduling: Customise Time Allocation

Workflows can be unpredictable, and flexibility in scheduling is crucial to keeping teams productive. Some tasks might require a few hours of attention each day, while others demand dedicated focus over multiple days. Without a structured approach to managing task hours, it's easy for work to overflow or for team members to be underutilised. With our new scheduler, you can:

• Split tasks across multiple days and customise daily hour allocation.
• Decide how many hours per day you want to allocate to a specific task.
• Easily visualise available capacity directly from the task view.
• Automatically adjust capacity when team members take leave—leave days will be factored into availability with zero capacity on those days.

Assign Multiple Resources to a Single Task

Teamwork often means multiple people working on the same task—but without the right tools, coordination can be tricky. Our new scheduler removes the need for workarounds like duplicating tasks or manually tracking progress. Now, you can assign multiple resources to a single task, making collaboration seamless and tracking effortless.

Each team member assigned can now:

• Track their own progress while contributing to the bigger goal. ‍
• See exactly what they need to do and how it fits into the overall task.
• Collaborate and make comments on the single task ‍
• Mark their part as done—once everyone’s finished, the task automatically closes.

To make things even smoother:

• Task timeframes default to today’s date for quick setup (but can be adjusted). ‍
• Task statuses give real-time visibility into where things stand. ‍
• Custom instructions can be added for each team member, ensuring the right information reaches the right people.

And if someone logs time on a task they weren’t originally assigned to? No worries—the system captures it automatically, keeping reporting accurate and ensuring all contributions are accounted for. No extra steps, no confusion—just better collaboration.  

User Capacity Profile: Smarter Workload Balancing

Not all team members work the same hours, and daily workloads can vary. Some may have additional responsibilities, dedicated focus time, or flexible schedules, making traditional capacity planning less effective. Our new User Capacity Profile helps fine-tune resource allocation by distinguishing between standard capacity and ideal workload distribution:

• Ideal Allocation: A user may have an 8-hour capacity but is ideally assigned only 6 hours per day, freeing up time for other responsibilities (or the occasional foosball game in the Cantine). ‍
• Extra Capacity: If a team member has flexibility to work extra hours this can now be factored in.  ‍
• Capacity Alerts: When a user hits their maximum allocation, their status turns red, signaling they are at capacity. If they exceed it, they move into an extra capacity zone, helping resource managers redistribute workload efficiently to prevent burnout.

By considering individual work patterns and realistic availability, this feature ensures better workload balance, improves efficiency, and helps teams work at their best without unnecessary stress.

Smarter, More Intelligent Time Allocation

Managing time efficiently ensures that deadlines are met without overburdening your team. Our enhanced scheduling capabilities allow for greater control and accuracy in workload distribution. We’ve introduced more advanced allocation options to ensure tasks are assigned and tracked with precision:

• Capacity-based time distribution ensures tasks are assigned based on availability, preventing burnout and under utilisation. ‍
• Manual time allocation lets managers set exact hours per person, per task, per day ensuring the right amount of effort is dedicated to each assignment. ‍
• Flexible adjustments allow for quick changes when priorities shift, so schedules stay realistic and achievable.

With these updates, teams can work more efficiently, managers can distribute work fairly, and projects stay on track without unnecessary stress.

More Granular Control Over Task Time Tracking & Billing

Accurate billing is essential for both internal cost management and client billing. Since different roles and expertise levels come with varying rates, having control over billing at the task level ensures financial clarity and flexibility.

With our enhanced billing functionality, you can:

• Set task-specific billing rates – Define a custom rate for any task to reflect its value or complexity. ‍
• Maintain automatic defaults – If no task-specific rate is set, the system automatically applies the user’s default billing rate. ‍
• Override rates with ease – Adjust individual billing rates while keeping others unchanged, allowing for granular control over project costs.

This means you can tailor billing based on seniority, project requirements, or unique client agreements—ensuring complete accuracy without extra admin work.

Unassigned User Enhancements: Better Resource Planning

In larger teams, managing resources efficiently means planning—even before assigning tasks to specific people. Our improved Unassigned User feature enhances flexibility for resource managers by allowing:

• Assigning tasks to a generic resource type instead of a named user.
• Using work requests to optimise task assignments.
• Assigning generic resources to opportunities, helping forecast resource impact before finalising assignments. ‍
• Triggering notifications to resource managers ensuring proactive planning and adjustments

These improvements make it easier to plan for future work, adjust assignments as needed, and ensure teams are properly resourced—without disrupting ongoing projects.

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Find the Right Resource, Every Time

Choosing the right person for a task is often as important as the task itself. If you're unsure who to assign, our new Find a Resource tool helps streamline the decision-making process. Now, you can:

• Filter by available capacity, skill set, department, billing rate, team and title.
• Quickly match tasks with the right team members based on workload and expertise.
• Ensure optimal resource allocation without overloading any one individual.

Whether you're managing a tight deadline or juggling multiple priorities, this feature ensures that every task is assigned to the right person, every time.

Example: You need a Designer from the Design Team with at least 6 hours available today. Instead of manually checking schedules or guessing, the tool instantly identifies the best available team member—ensuring projects move forward efficiently without overloading anyone.

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Take the New Team Scheduler For a Tour  

Managing your team’s workload shouldn’t be a headache. With the new Team Scheduler, you get the tools to assign tasks efficiently, balance workloads, and keep projects on track—without guesswork. No more scrambling to see who’s available or overloading team members.

Give it a try today and see how much smoother scheduling can be!

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