The Timeline: what is it & how to use it?

The Timeline is the view that allows to see all your tasks in one view that shows where these tasks are being worked on. It's just like the Gantt chart, but more beautiful!

 

 Note: The Timeline feature is available on the Standard plan and up. For more information, please check out our pricing page.

 

How to set it up?

All you need to do is add Timeline column by clicking the '+' sign on the right of a group of items to add a 'Timeline' column to your board.  Once you have done that, you will be able to click into a timeline cell and a calendar view will pop up.  From there, you are able to select your Start and End date. 

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You can also open the Timeline view by clicking on Add board view button in the upper right-hand corner and choose the Timeline as below:

Once you have set up your Start and End dates, you are able to click into any Timeline cell to open up the Timeline View.

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Within the Timeline View, you can click on a specific bar (item) and its item card will pop-up so you can quickly see all relevant attributes!

 

Visually manage your tasks

The timeline is really great when you have a project or tasks that span over multiple days. It allows you to get a visual representation of your projects, so you can see who is working on what,  and when it's expected to be completed. 

Let’s say you have several large projects scheduled for this month. Your team is already working on these projects, some are yet to start or have been delayed due to unexpected circumstances.  You have created a high-level overview board so you are able to see all scheduled projects, and it looks like this:  

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As you can see, you are able to see which phase each project is in, but it is a little bit harder to see how much time the project is actually taking, especially if there are any delays.  

This is when the timeline view steps in: once you have set up your Start and End dates, you are able to click into any Timeline cell to open up the Timeline View.

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If the dates in the Timeline change due to a delay, you can adjust the Timeline quickly by simply dragging and dropping the timeline bars like this:

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Also, if you have multiple Timelines on your board, you can select to view them all together in a single Timeline view!

Visually manage your resources

The Timeline is helpful to control the workload of your team. Imagine this situation: your long-term client is begging you to squeeze in one more job this month. You are not sure if you will have enough time or capacity to work on this project, but don’t want to say "no" to a valued customer! You are able to see your teams workload and decide whether or not your team can handle one more project.   

By filtering display by person you can see exactly what each team member is currently working on as well as their workload for the next couple of months.  You can choose to view the information by Days, Weeks, Months, or even Years in case you need to plan ahead.

Also, the Timeline is color coded! As you can see, the color displayed in the Timeline view corresponds with the color of the group of items it came from.

Shift your timeline by "X" days

Imagine that you have a workflow board with a timeline column. Each item is a task, and its timeline begins when the previous task's timeline ends. You finish all your tasks on time, but now your manager adds an unexpected offsite day. You will need to move each item's timeline begin and end date by one day...

Not anymore! Now you can select the items you want, and shift all their timelines by how many days you want.  

First, select the items whose timelines you wish to shift. Then, click on either of the arrows in the timeline column. The date picker will pop-up, as below.  


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On the date picker, select "Shift select items by days" at the bottom.

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Input a number of days and voilà: the timelines for all the select items will shift. 

Get Alert reminders when a task is due

In the timeline column, there are a total of three options for reminders:

  • Calendar integration - here's how it works.
  • The deadline mode: this article covers all you need to know about it
  • Date reminders with automations. This is the topic we will cover right below in this section. 

Due date reminders, used for deadline mode and date reminders, are packaged inside the column menu. Select "Set Date Reminders" from the drop down menu. 

When deadline mode is enabled, selecting "Set Date Reminders", will take you straight to an automation recipe that reads "When date arrived and status is not something". Click on each underlined portion to set your automation parameters and create a notification.

In case the column is not in deadline mode, this is the recipe you'll get: 

In case you already have due date automations configured in your board, the button will take you to the board's automations list page, and the button's name will change accordingly:


   

Where can you find your notification settings? Locate the hamburger menu on the board, and select: Notification Center.

 

Can I print or export the timeline?

Yes you can! Your timeline can be exported to Excel. Check out this article to learn more about it. 

 

Can I view my timelines across multiple boards in the same view?

Using our new Dashboards, yes, now you can! With the Timeline Widget, you can pull timelines from several boards and gather them all in a single view. Learn more about Dashboards here and the Timeline Widget here

 

Want to see how other users used the timeline in their workflow?                                     Visit https://monday.com/stories/ to find real stories from our users through a variety of categories, explaining how monday.com helps them to set their goals and improve their teamwork.

If you have any other questions about the Timeline, feel free to reach out to us at Support@monday.com!