Schedule tab in Collab projects
Plan, share, and maintain project milestones and key dates in the Schedule tab, shown as Timeline in navigation, while staying aligned with the Overview.
Purpose
The Schedule tab keeps project milestones, deadlines, and key dates close to the work so owners and collaborators can coordinate timing inside the Collab project.
Use it to:
- Define the detailed timeline that supports the high-level timing in the Overview.
- Give collaborators a shared view of upcoming milestones and deadlines.
- Track schedule changes as the project moves from planning into active work.
- Record the final timing of the project for future reference.
The Schedule appears as Timeline in the Production stage navigation. Keep it aligned with the high-level timing described in the Overview, and use the Schedule for the detailed milestones and dates behind that plan.
When to update it
Update the Schedule whenever a date, milestone, dependency, or delivery expectation changes.
Typical moments to update:
- Before sending invites: Add the initial milestones, key dates, and deadlines so invitees can understand the expected timing.
- After the proposal is accepted: Confirm the schedule with collaborators and adjust dates to reflect the agreed plan.
- During active work: Update progress and dates when work moves ahead of or behind the plan, then communicate changes through Project Chat.
- Before each milestone: Review the next dates, confirm what needs to happen, and flag potential delays early.
- At completion or archive: Record what actually happened so the Schedule remains a useful project record.
What to include
Focus the Schedule on dates that help collaborators understand what needs to happen and when.
- Milestones The major points that mark progress through the project.
- Key dates Dates for planned work, reviews, decisions, and other events that affect collaborators.
- Deadlines The dates by which a deliverable, review, or decision needs to be completed.
- Dependencies Timing relationships where one milestone or activity needs to happen before another can move forward.
- Current status A clear indication of what is upcoming, in progress, delayed, or complete.
Use milestone names that describe an outcome, such as “Approve final storyboard” or “Deliver review assets.” Clear names help collaborators understand the action without opening another project tab.
Best practices
Keep the Schedule useful as a shared working reference.
- Start with the dates that matter most: Add milestones and deadlines that affect decisions, handoffs, or collaborator availability before adding less important detail.
- Keep dates consistent: Use the same timing assumptions in the Schedule and the Overview so collaborators do not have to reconcile conflicting plans.
- Update changes promptly: Change the Schedule when timing shifts, then explain the change and its impact through Project Chat.
- Review the next milestone first: Keep upcoming work visible and use the schedule review to identify risks before they become missed deadlines.
- Record the actual outcome: At completion or archive, preserve the final timing instead of leaving only the original plan.
- Separate timing from requirements: Keep schedule dates in the Schedule and track verification, agreements, and release-related work in Compliance.
If a schedule change affects agreements, releases, rights, or other compliance requirements, review Compliance as well as the Schedule before treating the new date as final.
Workflow: keep your Schedule useful
Set up the timeline before or right after sending invites
Define the project's main milestones, key dates, and deadlines. Add enough detail for invitees and collaborators to understand the expected sequence, while keeping the high-level timing aligned with the Overview.
Success looks like: someone opening the project can understand the major stages, important dates, and deadlines before deciding how to participate.
Share the timeline after the proposal is accepted
Review the Schedule with collaborators once the proposal is accepted. Confirm that everyone can see the timeline, understand the milestone names, and identify the dates that affect their work.
Success looks like: collaborators share the same understanding of the schedule and can identify what they need to complete and when.
Track progress during active work
Update milestone status and dates as work progresses. When timing shifts, revise the Schedule and communicate the change, its reason, and its impact through Project Chat.
Success looks like: the Schedule reflects the current plan, and collaborators know about changes before those changes affect their work.
Review and adjust before milestones
Check upcoming dates before each major milestone. Confirm that required work is on track, identify possible delays, and adjust the timeline early when the current plan is no longer realistic.
Success looks like: upcoming work has a current date, likely delays are visible early, and collaborators know which milestone needs attention.
Finalize the schedule at completion or archive
Review the timeline when the project is complete or archived. Record the dates and milestones that actually occurred, including meaningful changes from the original plan.
Success looks like: the Schedule provides a concise record of how the project progressed and when major work was completed.
Role-specific guidance
As the sender, you create the initial Schedule and maintain it as the project changes.
- Set up the main milestones and deadlines before sending invites, or immediately after sending them if the proposal is still being refined.
- Use the Schedule with the Overview to give invitees both the project context and the detailed timing.
- Confirm the timeline after collaborators accept the proposal, especially when their availability or responsibilities affect dates.
- Update the Schedule when work shifts and communicate the change through Project Chat.
- Before completion or archive, record the actual timing so the project retains an accurate history.
Success looks like collaborators can use the Schedule as the shared source for detailed timing throughout the project.
As a receiver, you use the Schedule to understand when your work is expected and how your timing connects to the project.
- Review the timeline when you accept the proposal and identify milestones or deadlines that affect your contribution.
- Ask the project owner to clarify dates that do not explain the expected handoff, review, or decision.
- Check the Schedule before upcoming milestones and communicate timing risks through Project Chat.
- Refer to the updated Schedule when planning work, rather than relying on an earlier version of the timeline.
- Confirm that final dates reflect what happened before the project is completed or archived.
Success looks like you can plan your contribution from the Schedule and recognize when a change affects your work.
Common issues
Related Collab project tabs
Overview
Keep the project's goal, scope, and high-level timing aligned with the detailed Schedule.
Collaborators
Review who is involved and coordinate the people whose work depends on the timeline.
Compliance
Check verification, agreements, and release-related work that may affect project dates.
Moodboard
Keep visual references connected to the milestones and creative work planned in the Schedule.
Screenplay
Organize script or scene planning that may inform production milestones.
File Sharing
Coordinate asset exchanges and delivery timing alongside the project schedule.
Licensing
Review usage rights when licensing decisions affect dates or delivery plans.
Pro Services
Coordinate service-related work when external support affects the project timeline.