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Overview

Effective scheduling is critical for delivering on time and within budget. Kitsu provides comprehensive scheduling tools including Gantt charts, milestones, schedule versions, and dependency tracking.

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Schedule Overview

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Accessing Schedules

From your production menu:
  1. Navigate to Schedule
  2. Select schedule type:
    • Main Schedule: Overview of all work
    • By Asset Type: Modeling, Rigging, etc.
    • By Sequence: Shot-based schedules
    • By Department: Team-specific views

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Schedule Interface

The schedule page displays:
  • Timeline: Horizontal date axis
  • Tasks: Bars showing duration and dates
  • Milestones: Key dates marked on timeline
  • Today marker: Current date indicator
  • Zoom controls: Adjust time scale (days, weeks, months)
Use the zoom controls to get different perspectives - zoom out for overall production view, zoom in for detailed daily planning.

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Creating Schedule Items

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Understanding Schedule Items

Schedule items represent planned work:
  • Linked to task types (Modeling, Animation, etc.)
  • Associated with entities (specific assets or shots)
  • Have start and end dates
  • Show estimated duration
  • Display assigned team members

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Adding Schedule Items

1

Select schedule type

Choose asset type, sequence, or main schedule
2

Click 'Add Item'

Opens schedule item creation form
3

Select entity

Choose the asset or shot to schedule
4

Select task type

Pick which pipeline stage you’re scheduling
5

Set dates

  • Start date: When work should begin
  • End date: Deadline for completion Or set duration and it calculates end date
6

Assign team members

(Optional) Pre-assign artists
7

Save

Item appears on schedule timeline

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Bulk Schedule Creation

Create many schedule items at once:
  1. Filter entities to schedule (e.g., all characters)
  2. Click Bulk Add
  3. Select task type (e.g., Modeling)
  4. Set start date or use staggered starts
  5. Set duration per item
  6. Confirm creation
All items are added to the schedule.
Bulk creation is efficient for applying standard durations across similar tasks, like scheduling modeling for all props.

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Working with Schedule Items

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Viewing Item Details

Click a schedule item to see:
  • Entity name and thumbnail
  • Task type
  • Assigned team members
  • Estimated hours
  • Actual time logged (if work started)
  • Current task status
  • Comments and updates

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Editing Schedule Items

Modify existing items:
  1. Click the schedule item
  2. Edit form appears
  3. Change dates, duration, or assignments
  4. Save changes
  5. Timeline updates automatically

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Drag to Reschedule

Quickly adjust dates:
  • Drag item left/right: Change start date (duration stays same)
  • Drag item edges: Extend or shorten duration
  • Changes save automatically
  • Tasks update with new dates
Drag scheduling is fastest for quick adjustments. Use the edit form for precise date entry.

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Deleting Schedule Items

  1. Select the schedule item
  2. Click Delete
  3. Confirm removal
  4. Item is removed from schedule (tasks remain)
Deleting a schedule item doesn’t delete the task - it only removes the schedule planning. The task itself remains in the production.

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Task Dates vs. Schedule Items

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Understanding the Relationship

Schedule Items:
  • Planning and forecasting tool
  • Created by producers/coordinators
  • Represents intended timeline
  • Can be adjusted without affecting tasks directly
Task Dates:
  • Start and due dates on individual tasks
  • Used by artists for their work planning
  • Synced from schedule or set manually
  • Affects artist task lists and notifications

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Syncing Schedule to Tasks

When you create/edit schedule items:
  1. Schedule item dates can auto-update task dates
  2. Or you manually sync schedule to tasks
  3. Tasks then show proper deadlines for artists
This ensures team sees accurate deadlines.

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Manual Task Date Setting

Alternatively, set task dates directly:
  1. Go to Asset or Shot page
  2. Select task(s)
  3. Set start and due dates in task panel
  4. Dates appear in artist task lists
Schedule and task dates can be managed independently.

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Milestones

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What Are Milestones?

Milestones mark critical dates:
  • Delivery deadlines: When work must be complete
  • Client reviews: Scheduled presentation dates
  • Production phases: Transition points
  • Internal checkpoints: Team reviews or approvals
Milestones appear as vertical lines on the schedule.

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Creating Milestones

1

Go to Schedule page

Access any schedule view
2

Click 'Add Milestone'

Opens milestone creation form
3

Enter milestone details

  • Name (e.g., “Animation Lock”)
  • Date
  • Description/notes
4

Choose milestone type

  • Delivery
  • Review
  • Internal deadline
  • Phase transition
5

Save

Milestone appears on timeline

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Milestone Types

Delivery Milestones:
  • Final delivery to client
  • Episode completion
  • Asset batch delivery
  • Critical path deadlines
Review Milestones:
  • Client review sessions
  • Director feedback
  • Dailies presentations
  • Approval checkpoints
Internal Milestones:
  • Department handoffs
  • Phase completions
  • Technical milestones
  • Team targets

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Working Backwards from Milestones

Plan schedules in reverse:
  1. Set final delivery milestone
  2. Work backwards through pipeline:
    • Delivery date minus time for final comp/delivery prep
    • Minus time for lighting
    • Minus time for animation
    • Etc.
  3. This reveals when work must start
  4. Identifies if timeline is realistic
Backward planning from hard deadlines helps ensure you have adequate time for each pipeline stage and reveals schedule conflicts early.

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Schedule Versions

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What Are Schedule Versions?

Schedule versions save schedule snapshots:
  • Original baseline schedule
  • Revised schedules as plans change
  • Compare versions to see drift
  • Document schedule history

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Creating a Schedule Version

1

Access Schedule Versions

From schedule page menu
2

Click 'New Version'

Opens version creation form
3

Name the version

  • E.g., “Initial Schedule”, “Revised - Nov 2024”
  • Include date or reason for version
4

Add notes

Describe what changed or why version was created
5

Save

Current schedule state is saved as a version

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Comparing Versions

  1. Select two versions to compare
  2. View differences:
    • Date changes (delays or advances)
    • Added or removed items
    • Assignment changes
  3. Analyze schedule drift
  4. Document reasons for changes

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Version Best Practices

Create versions for:
  • Initial baseline: First approved schedule
  • Client changes: After scope adjustments
  • Major revisions: Significant timeline shifts
  • Milestones: Before/after key dates
  • Post-mortem: Final as-delivered schedule
Regular versioning helps you understand how schedules evolve and improves future planning accuracy.

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Resource Planning

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Team Capacity

Calculate available resources: 
Team capacity calculation:
- Team size: Number of artists
- Available hours/week: Hours per day × working days
- Minus: Meetings, overhead, time off
- Total capacity: Available hours for production work
Example: 
5 animators
× 8 hours/day
× 5 days/week
= 200 hours/week team capacity

Minus:
- 20 hours meetings
- 10 hours overhead
= 170 hours/week actual production time

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Workload Balancing

Distribute work evenly:
  1. Sum task estimations per person
  2. Compare to capacity over schedule period
  3. Identify overallocation: Person has more work than time
  4. Redistribute: Move tasks to balance load

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Resource Leveling

Smooth out resource spikes:
  • Identify periods where too many tasks overlap
  • Shift non-critical tasks to avoid conflicts
  • Spread work across available time
  • Avoid burnout from sustained crunch
Overallocating team members leads to delays and quality issues. Schedule realistically based on actual capacity.

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Dependencies

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Task Dependencies

Some tasks must complete before others can start: Common Dependencies:
  • Modeling must finish before rigging starts
  • Layout must complete before animation begins
  • Animation must be done before lighting starts
  • All upstream tasks finish before final compositing

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Scheduling with Dependencies

When planning:
  1. Identify dependency chains
    • What must happen in sequence?
    • What can happen in parallel?
  2. Schedule predecessor tasks first
    • Ensure upstream work completes on time
    • Build buffer for reviews and retakes
  3. Set dependent task dates based on predecessors
    • Dependent task starts after predecessor ends
    • Include handoff/review time
  4. Monitor critical path
    • Chain of dependent tasks with no slack
    • Delays here delay entire production

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Critical Path Management

The critical path is the longest chain of dependent tasks:
  • Determines minimum production duration
  • Has no schedule flexibility
  • Delays directly impact delivery date
Managing Critical Path:
  • Identify critical path tasks
  • Prioritize these above all else
  • Add resources if falling behind
  • Monitor daily for delays
  • Build in buffer time
Focus management attention on critical path tasks. Non-critical tasks have slack and can absorb minor delays without impacting delivery.

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Schedule Monitoring

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Tracking Progress

Regularly check schedule adherence: Daily:
  • Review tasks starting/ending today
  • Check for overdue items
  • Identify blocked work
Weekly:
  • Compare plan vs. actual progress
  • Update schedule for any changes
  • Communicate delays or advances
Monthly:
  • Review overall timeline health
  • Update milestones if needed
  • Report to stakeholders

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Schedule Indicators

Green Flags (on track):
  • Tasks completing on or before due dates
  • No overdue items
  • Resources well-utilized
  • Milestones being hit
Yellow Flags (watch closely):
  • Some tasks running late
  • Resource constraints emerging
  • Minor milestone slips
  • Increasing retake rates
Red Flags (intervention needed):
  • Many overdue tasks
  • Critical path delays
  • Major milestone at risk
  • Team overallocated
  • Quality suffering due to schedule pressure

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Addressing Schedule Issues

1

Identify the problem

What’s causing the delay? Resource shortage? Scope creep? Technical issues?
2

Assess impact

Does this affect critical path? Which milestones are at risk?
3

Develop options

  • Add resources
  • Reduce scope
  • Extend deadline
  • Reorganize workflow
4

Make decision

Choose best option based on constraints and priorities
5

Update schedule

Revise dates, create new schedule version, communicate changes
6

Monitor results

Track whether intervention was effective

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Schedule Reporting

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Status Reports

Generate regular schedule reports: Weekly Status:
  • Tasks completed this week
  • Tasks due next week
  • Overdue items
  • Resource utilization
  • Risk areas
Milestone Reports:
  • Progress toward next milestone
  • Tasks remaining
  • Projected completion date
  • Confidence level (on track / at risk / off track)
Executive Summary:
  • Overall production percentage complete
  • Key milestones and status
  • Major risks or issues
  • Resource needs
  • Budget status

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Visual Reports

Export schedule visuals:
  • Gantt chart screenshots: Timeline overview
  • Burndown charts: Remaining work over time
  • Progress curves: Planned vs. actual completion
  • Resource histograms: Team utilization

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Stakeholder Communication

Tailor reports for audience: For clients:
  • Milestone dates and status
  • Delivery timeline
  • Review session scheduling
  • High-level progress
For management:
  • Budget and schedule variance
  • Resource utilization
  • Risk factors
  • Mitigation plans
For production team:
  • Detailed task deadlines
  • Priority focus areas
  • Resource assignments
  • Technical dependencies

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Best Practices

  • Use historical data for estimates
  • Include buffer time for reviews and revisions
  • Account for holidays and time off
  • Don’t schedule at 100% capacity
  • Add 10-20% buffer to estimates
  • Identify high-risk tasks and add extra time
  • Have backup plans for critical path items
  • Maintain resource reserves
  • Share schedule with entire team
  • Explain priorities and critical path
  • Update regularly and notify of changes
  • Make schedule easily accessible
  • Track progress daily
  • Address delays immediately
  • Don’t let small slips become big problems
  • Adjust proactively, not reactively
  • Create schedule versions for major revisions
  • Note reasons for changes
  • Learn from schedule drift for future projects

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Advanced Scheduling

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Automated Scheduling

Some organizations implement:
  • Auto-calculation of dates based on dependencies
  • Resource leveling algorithms
  • Critical path optimization
  • Schedule risk analysis

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Integration with External Tools

Kitsu can integrate with:
  • Project management software
  • Calendar systems
  • Resource management tools
  • Financial planning systems

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Custom Schedule Views

Create tailored views:
  • Department-specific schedules
  • Shot-based vs. asset-based views
  • Resource allocation matrices
  • Multi-production overviews

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Next Steps

Production Overview

Set up and manage production structure

Budgeting

Track costs, time, and resource allocation

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