> ## Documentation Index
> Fetch the complete documentation index at: https://docs.timetracker.in/llms.txt
> Use this file to discover all available pages before exploring further.

# Plan work blocks

> Create, edit, move and delete planned blocks in the Resource Planner: tasks, titles, colours, times, participants, notes and the billable flag.

A **block** reserves time on someone's calendar. This page covers every way to
create and change one.

## When to use a block

* Reserve Tuesday morning for `Homepage wireframes` before something else takes
  it.
* Put a recurring standup or a client call on the grid.
* Show a project manager that a person's week is already full.
* Set up a group meeting that also lands on everyone's Google Calendar.

## Create a block

There are three ways in. All open the same **Plan a block** dialog.

<Steps>
  <Step title="Drag out a slot in Week or Day">
    Drag across empty space on the grid. The date, start time and end time are
    prefilled from what you dragged.
  </Step>

  <Step title="Or click a day in Month view">
    A day click prefills the date. Times default to 09:00 to 10:00.
  </Step>

  <Step title="Or click an existing block">
    That opens **Edit block** instead, with the block's current values.
  </Step>
</Steps>

<Note>
  Creating a block needs a single, unambiguous owner. If you are overlaying several
  people's calendars, drag-to-create is switched off. Pick exactly one person in the
  member picker first.
</Note>

## The block fields

### Tasks

Pick a project and a task, and the task is added as a chip. Add as many as the
block covers – a block is a small checklist of what you intend to do in that
span. Click the **×** on a chip to remove it.

Leave it empty for ad-hoc work such as a meeting or a call. In that case the
block needs a title.

### Title, or Label

The field is called **Title** when there are no tasks, and **Label** when there
are. Placeholders show the difference:

| Tasks       | Field     | Placeholder                     |
| ----------- | --------- | ------------------------------- |
| None        | **Title** | `Standup, lead call, deep work` |
| One or more | **Label** | `Name this block (optional)`    |

<Warning>
  A block must have **either** at least one task **or** a title. Save fails with
  *"Add a task, or give this block a title."*
</Warning>

The card on the grid shows the first task's name, or the title if there is no
task. Extra tasks show as `+2`.

### Colour

A swatch picker from the shared 24-colour palette. The whole card is tinted with
it, so colour is how you scan a week – one colour per client, or per kind of
work.

### Date, Start and End

A date picker plus two time fields. Under them, the dialog states the length as
you type: `45m`, `1h`, `1h 30m`, `2h`.

If the end is not after the start, that line turns red and reads *"End time must
be after the start time."* **Save block** stays disabled until you fix it.

<Tip>
  The length is shown while you set it because the length **is** the cost. Every
  participant is charged the full duration, so a one-hour meeting with four people
  takes four hours out of the team's week.
</Tip>

### Participants

A multi-select picker of people you supervise. The organiser is implicit and
cannot be picked or removed – the placeholder reads **No one else**.

Add anyone and a hint appears: *"Takes 1h out of each of their days."* If your
Google Calendar is connected it adds *"They are invited on your Google Calendar
too."*

See [/planner/multi-person-blocks](/planner/multi-person-blocks).

### Add Google Meet

A switch that only appears when the block is **yours** and your Google Calendar is
connected and healthy.

| State           | What you see                                                  |
| --------------- | ------------------------------------------------------------- |
| On, no link yet | *"Google adds the link on the next sync."*                    |
| On, link issued | **Join the meeting** and a copy button.                       |
| Off             | Nothing. Any existing conference is removed on the next sync. |

See [/integrations/google-calendar](/integrations/google-calendar).

### Notes

A free-text box for the agenda, links or context. On a synced block it becomes the
Google event description, and a change made in Google comes back here.

### Billable

A switch, **on** by default. It records your intent about the planned time. It
does not make anything billable on its own – billability is decided on the time
entry when the work is actually logged. See
[/time-tracking/billable-hours](/time-tracking/billable-hours).

## Move and resize a block

| Gesture                     | Effect                         |
| --------------------------- | ------------------------------ |
| Drag the block              | Moves it to a new day or time. |
| Drag its top or bottom edge | Changes its length.            |

The change saves as you drop it. If the save is refused the block snaps back and
a message explains why.

<Note>
  Whose calendar a block sits on decides whether you can drag it. Inside an overlay,
  your own blocks stay movable while a teammate's need `block.manageOthers`.
</Note>

## Delete a block

Open the block and click **Delete**. A confirmation appears:

> **Delete this block?** This planned block will be removed. Any time already
> logged inside it is kept – it just won't be tied to a block anymore.

Deleting a plan never deletes a record. Time entries stay on the timesheet.

If the block is on your Google Calendar, the event is removed there too on the
next sync.

## Example

Sarah Lin plans her Bluebird Coffee week.

<Steps>
  <Step title="Monday deep work">
    She drags 09:00 to 13:00 on Monday. In the dialog she picks project
    **Bluebird Coffee – Website Redesign** and task `Homepage wireframes`, sets
    the colour to the Bluebird colour, and saves. The panel reads **4h**.
  </Step>

  <Step title="Tuesday split">
    She drags 09:00 to 12:00 and adds two tasks – `Homepage wireframes` and
    `Nav exploration`. The card shows `Homepage wireframes +1`.
  </Step>

  <Step title="Thursday review">
    She creates a titled block, `Bluebird design review`, 15:00 to 16:00, and adds
    Jonas Bergman and Ana Ferreira as participants. The hint reads *"Takes 1h out
    of each of their days."*
  </Step>

  <Step title="Plans change">
    The review moves to Friday. She drags the block across and it saves on drop.
  </Step>
</Steps>

Her Week strip reads **Planned 8h of 40h – Light**, because the review is one hour
on top of the seven hours of task work.

## What happens next

* The block appears on the grid, coloured, with the time range and the roster.
* It counts toward planned minutes in the capacity strip, for every participant.
* With Google Calendar connected, it becomes an event on the organiser's calendar
  on the next sync.
* Nothing is logged. Track the time separately when you do the work.

## Permissions

| Action                                                        | Capability                               |
| ------------------------------------------------------------- | ---------------------------------------- |
| Create, edit, move or delete a block on **your own** calendar | `block.manage`                           |
| Do any of that on **someone else's** calendar                 | `block.manageOthers`                     |
| See a teammate's calendar at all                              | `time.viewOthers` plus supervision scope |
| Leave a block someone else organises                          | `block.manage`                           |

`block.manage` goes to Owner, Admin, Project Manager, Member and Contractor.
`block.manageOthers` goes to Owner, Admin and Project Manager.

The Resource Planner app must be on, and the workspace must be on **Pro**.

## Common questions

<AccordionGroup>
  <Accordion title="Can a block repeat every week?">
    Not from the Planner. Create the blocks you need, or create them in Google
    Calendar as a recurring event and let the sync import them.
  </Accordion>

  <Accordion title="Can a block span more than one day?">
    A block has one date with a start and end time. For multi-day work, create one
    block per day.
  </Accordion>

  <Accordion title="What does the billable switch actually do?">
    It records the intent on the plan. Whether an hour is billable is decided on
    the time entry.
  </Accordion>

  <Accordion title="Can I log time straight from a block?">
    A **Log time** action is offered where the Planner is wired to the time entry
    form. Otherwise track the time normally – see /time-tracking/how-to-track-time.
  </Accordion>

  <Accordion title="Why is Save disabled?">
    The end is not after the start, or the block has neither a task nor a title,
    or you lack permission on that person's calendar.
  </Accordion>

  <Accordion title="Can I plan onto someone's day off?">
    Yes. The day is shaded and the capacity band reads **Over-allocated**, because
    work on a zero-capacity day is by definition overload.
  </Accordion>
</AccordionGroup>

## Troubleshooting

| Message                                                                                 | What it means                                                     |
| --------------------------------------------------------------------------------------- | ----------------------------------------------------------------- |
| "A block has to end after it starts. Check the times."                                  | Fix the times.                                                    |
| "Add a task, or give this block a title."                                               | The block has neither.                                            |
| "Someone has logged time inside this block. Remove that time first…"                    | You are trying to remove a participant who has logged time in it. |
| "This block already has time logged against it, so it can't be handed to someone else." | Reassigning is blocked once real time exists.                     |
| Dragging snaps back                                                                     | The save was refused. Read the toast – it names the reason.       |
| You cannot drag anything                                                                | You are overlaying several calendars, or you lack permission.     |

## Related guides

<CardGroup cols={2}>
  <Card title="Planner overview" href="/planner/overview">
    The grid, views and layers.
  </Card>

  <Card title="Multi-person blocks" href="/planner/multi-person-blocks">
    Organisers, guests and Google invites.
  </Card>

  <Card title="Capacity and workload" href="/planner/capacity-and-workload">
    What your planned hours add up to.
  </Card>

  <Card title="Planner vs tracked time" href="/planner/planner-vs-tracked-time">
    Why a block is not a time entry.
  </Card>

  <Card title="Google Calendar" href="/integrations/google-calendar">
    Two-way sync and Meet links.
  </Card>
</CardGroup>