--- title: Introduction to Scheduling and Resources description: "## Overview AssetIQ Scheduling and Resources provides a calendar-based view of planned activities involving assets and other configured operational resources. The schedule helps authorized users understand: - What activities are planned - Which assets or resources are involved - When…" url: "https://help.assetiq.sg/docs/introduction-to-scheduling-and-resources/" updated: "2026-09-02" category: "Scheduling & Resources" --- # Introduction to Scheduling and Resources ## Overview AssetIQ Scheduling and Resources provides a calendar-based view of planned activities involving assets and other configured operational resources. The schedule helps authorized users understand: - What activities are planned - Which assets or resources are involved - When each activity starts and ends - Where the activity will occur - Whether the resource has another commitment - Whether maintenance, inspection or operational restrictions affect availability - Which activities require attention The exact resource types, calendar views and scheduling actions available depend on your organization's AssetIQ configuration. ## What is a scheduled activity? A scheduled activity is a time-based record that reserves, assigns or displays an asset or resource for a defined period. Depending on the AssetIQ modules currently in use, the schedule may include activities such as: - Rental jobs - Maintenance orders - Work orders - Asset inspections - Asset audits - Asset assignments - Internal operational work - Planned unavailability - Other configured activities These are examples only. The Scheduling calendar displays the activity types supported by your AssetIQ environment. ## What is a resource? A resource is an asset, item or other configured entity whose availability needs to be planned. Resources may include: - Vehicles - Machinery - Heavy equipment - Tools - Rental assets - Facilities - Work areas - Other configured operational resources If people or teams are supported as schedulable resources in your organization, their availability may also appear in the schedule. Do not assume that every AssetIQ user is automatically a schedulable resource. ## Why use Scheduling and Resources? The scheduling functions can help your organization: - Coordinate asset use - Improve operational visibility - Reduce double-booking - Identify conflicting commitments - Plan maintenance around operational demand - Check availability before creating a rental - Monitor active and future work - Coordinate activities across locations - Understand periods of unavailability - Improve resource utilisation - Support short-term and long-term planning - Identify work requiring rescheduling The schedule supports planning, but users must still confirm the asset’s physical condition and operational readiness. ## Scheduling versus availability Scheduling and availability are related but not identical. | Item | What it describes | Example | | --- | --- | --- | | Schedule | Activities recorded for a resource over time | Crane allocated to Rental RNT-0142 from 8–20 September | | Availability | Whether the resource can be used for a proposed period | Crane unavailable because of the rental | | Operational status | Whether the asset is currently fit for use | Under repair | | Lifecycle status | Long-term position of the asset | Active | | Current location | Where the asset is physically located | Melbourne workshop | An empty space on the calendar does not necessarily mean that the asset is available. Review its condition, status, location, maintenance and inspection requirements. ## How scheduling works A typical scheduling process follows these stages. ### 1. Identify the requirement Confirm: - What work or activity is planned - Which asset or resource is required - Planned start and end dates - Required location - Required capacity or capability - Responsible person or team - Preparation and transport requirements ### 2. Search for a suitable resource Use the available search and filters to identify resources matching the requirement. A suitable resource should: - Meet the technical requirement - Be available for the complete period - Be operational - Be at or able to reach the required location - Have valid inspections and certification - Not have an unresolved restriction ### 3. Review the schedule Check the resource’s existing activities before allocating it. Review: - Rentals - Maintenance - Inspections - Internal commitments - Planned unavailability - Preparation time - Transport time - Other configured activities ### 4. Create or update the activity Schedule the activity through the relevant AssetIQ module or scheduling function. Enter accurate: - Start and end dates - Resource - Activity type - Location - Responsibility - Priority - Notes ### 5. Resolve conflicts If AssetIQ identifies an overlap or restriction: - Review the conflicting record - Confirm the actual requirement - Change the dates - Select another resource - Reschedule the other activity with approval - Escalate the priority decision - Record an authorized exception where permitted ### 6. Monitor the schedule As plans change: - Update dates - Record extensions - Review delayed returns - Reschedule maintenance - Replace unavailable resources - Record cancellations - Maintain accurate statuses The schedule is useful only when its underlying records remain current. ## Open the Scheduling calendar 1. Sign in to AssetIQ. 2. From the sidebar, open **Scheduling**, **Resource Planning**, **Calendar** or the corresponding module. 3. Review the default calendar period. 4. Confirm the selected location, resource group or activity filters. 5. Navigate to the required date. The exact menu name depends on the current interface. ## Understand the calendar The calendar may display activities using: - Colored bars - Icons - Labels - Status indicators - Start and end dates - Resource rows - Location groups - Activity categories A calendar entry may show: - Activity name or reference - Asset or resource - Activity type - Status - Location - Start date and time - End date and time - Responsible person - Conflict indicator Select an entry to view its details where this function is available. ## Calendar views AssetIQ may provide views such as: - Day - Week - Month - Timeline - Resource view - List view - Another configured planning view ### Day view Use the day view for: - Detailed daily planning - Same-day coordination - Checking start and end times - Reviewing overlapping activities ### Week view Use the week view for: - Short-term operational planning - Coordinating upcoming work - Reviewing preparation and return windows - Identifying near-term conflicts ### Month view Use the month view for: - Reviewing future demand - Planning maintenance - Identifying busy periods - Monitoring longer rentals or projects ### Resource view Use the resource view to compare the schedules of several assets or other resources. See Understand the Scheduling Calendar for detailed guidance. ## Calendar colors and indicators Colors may represent: - Activity type - Status - Priority - Availability - Business unit - Location - Another configured classification Do not interpret a color without confirming the calendar legend. A red item might represent a conflict, overdue activity, high priority or a specific activity type depending on the configuration. ## Scheduled activities from other modules Some activities may be created in their originating module and then displayed in the shared schedule. For example: - A rental may be created in Rental Management - A maintenance order may be created in Maintenance - An inspection may be created in Asset Inspections - The resulting activity may then appear in Scheduling Where this applies, update the underlying business record rather than editing only the calendar display. > **Important:** A calendar entry is often a view of another AssetIQ record. Changing or deleting it may affect the underlying rental, maintenance or inspection process. ## Planned versus actual dates Scheduled records may contain: - Planned start date - Actual start date - Planned end date - Revised end date - Actual completion date Keep planned and actual dates separate where the fields are available. For example, extending a rental should normally update its revised return date rather than erase the original planned return date. Accurate dates support: - Availability checks - Conflict detection - Delay analysis - Utilization reporting - Historical review ## Asset availability An asset may be unavailable because it is: - Scheduled for another rental - Assigned to another activity - Under maintenance - Awaiting inspection - Out of service - At another location - Restricted from use - Retired - Missing a required component - Within a preparation or transport period The schedule should be reviewed together with the asset record. ## Preparation and turnaround time Allow sufficient time between activities for: - Return transport - Unloading - Cleaning - Inspection - Repair - Preventive maintenance - Refueling or charging - Reconfiguration - Loading - Delivery Two activities may not overlap on the calendar but may still be operationally incompatible. For example, an asset returning from a rental on Monday evening may not be ready for dispatch to another site on Tuesday morning. ## Scheduling conflicts A conflict may occur when: - Two activities use the same resource at the same time - A rental overlaps scheduled maintenance - An inspection expires during the activity - A resource is in another location - Required preparation time is unavailable - An active activity is extended - A returned asset requires repair - A planned resource becomes unavailable AssetIQ may display a warning or prevent the schedule from being confirmed. See Identify and Resolve Scheduling Conflicts. ## Warning versus blocking conflict A conflict may appear as: - **Warning:** You can continue, but the issue requires review. - **Blocking conflict:** The schedule cannot be confirmed until the conflict is resolved. - **Informational notice:** A related commitment is displayed for awareness. A warning should not be treated as approval. Investigate the underlying records and document the authorized resolution. ## Resource unavailability Planned unavailability may be used to represent periods when a resource cannot be scheduled. Examples include: - Planned maintenance - Certification renewal - Workshop hold - Cleaning - Transport - Seasonal storage - Operational restriction - Site shutdown - Another approved reason Where AssetIQ provides a dedicated unavailability function, use it rather than creating a misleading rental or work order. See Manage Resource Availability and Unavailability. ## Rescheduling activities When changing a scheduled activity: 1. Review the original record. 2. Confirm the revised dates. 3. Check the resource’s complete schedule. 4. Review maintenance and inspections. 5. Check location and transport. 6. Resolve new conflicts. 7. Record the reason. 8. Obtain required approval. 9. Update the originating record. 10. Notify affected users. Do not drag or edit a calendar entry unless you understand which underlying record will change. See Reschedule or Update an Activity. ## Drag-and-drop scheduling If drag-and-drop is available, moving an activity may change its dates or resource allocation. Before confirming the change: - Check the new dates - Confirm the selected resource - Review conflicts - Confirm the location - Check related activities - Record the reason where required - Notify affected users Do not use drag-and-drop casually on confirmed rentals, maintenance orders or other controlled records. ## Who can manage scheduling? Depending on assigned permissions, users may be able to: - View the schedule - Search and filter activities - View resource availability - Create scheduled activities - Change dates - Assign resources - Record unavailability - Resolve conflicts - View activity details - Export schedule information - Configure calendar settings If an expected action is unavailable, contact your AssetIQ administrator. ## Recommended practices When using Scheduling and Resources: - Use accurate start and end dates - Confirm the resource using a unique identifier - Check operational status and location - Review maintenance and inspections - Allow preparation and transport time - Investigate all warnings - Avoid double-booking - Update the originating record - Preserve planned and actual dates - Record reasons for significant changes - Notify affected users - Monitor extensions and overdue work - Remove cancelled commitments through the correct process - Keep the schedule current - Treat the calendar as a planning tool, not proof of physical readiness ## Next steps Continue with: - Understand the Scheduling Calendar - Find and Filter Scheduled Activities - Schedule Assets and Resources - Reschedule or Update an Activity - Identify and Resolve Scheduling Conflicts - Manage Resource Availability and Unavailability - View Asset and Resource Schedules