Project planning

In the project planning you schedule your projects and quotations on a timeline in the medium to long
term. This way you see at a glance which sites are running when, how many people you need per day and
what you expect to invoice compared with what has already been invoiced.

In the left-hand column your projects and quotations are listed one below the other; the coloured bars
next to them are the scheduled phases. You can also subdivide projects into planning groups, so
that related sites are bundled together. You create such a group via the field planning group on
the project file.

At the top right you choose the period of the display: week, 1 month, 3 months,
6 months or 2 years. Two years is the widest display, with no hard limit on how far ahead you
can plan. With the search bar at the top you refine further: you can filter by supply order, supplier,
project or rental item, for example.

Creating planning phases

The coloured bars in the planning are phases. You create them via
settings > project planning > phases. Every phase receives a name and a colour.

Creating a planning

Project planning

You create a project planning from the projects module, on the planning tab. The phases
appear automatically if they are in the template of the project. If they are not in the template,
you can always add them manually on the project. Copy the phase names exactly as they are in the
settings, so that Robaws shows the correct colours.

A phase only becomes visible in the planning once it has both a start and an end date. Without
both dates the phase does not appear and it does not count towards the forecast either.

On a project you can add an extra phase that is not in the settings. Such a phase is only visible
on that one project and receives a blue colour by default. Do you want the phase on all projects and
with a colour of your own? Then add it via the settings.

Quotation planning

You can schedule quotations too, in order to make an estimate of upcoming (not yet won) works.
You add the phases via the template of the quotation, again with exactly the same spelling
as in the settings so that the colours are correct.

Forecast: workdays (capacity)

In the field workdays — which you fill in both on a project and on a quotation — you enter the
total number of workdays for that phase yourself. That total is the number of employees
multiplied by the number of days you actually work in that period.

In the project planning, Robaws splits that total back into the number of employees per day, by
dividing by the number of days in the period.

Example: a phase runs over a full week, but you only work 3 days on it with 3 employees. You then
fill in 9 for workdays (3 × 3). Robaws divides that by 5 — the days in the period — and spreads
it over the full period in this way. Rounded up, that comes down to 2 employees per day.

When displaying the number of employees per day, Robaws always rounds up in the project planning.
So you do not have to round anything off yourself.

Forecast: financial (forecast and realised)

The financial forecast works with the phases on your quotation. Per quotation phase you choose
which percentage of the total amount belongs to that phase. That amount appears in the Forecast
row.

As soon as you make an invoice from the quotation and link it to the phase, the amount appears in the
Realised row. Click the euro sign next to the phase for the details.

The forecast is added up per month: a phase counts towards the month in which its end date
falls (so the amount is not spread over the duration).

Updated on: 04/09/2026