“When do you have time for this?” might be the most expensive question in a small team. It starts a chain of messages, a few calendar screenshots and a guess — and the task still lands on someone during their busiest afternoon. There’s a better way: let people mark their free time, and let colleagues book work straight into it. Here’s how that works in Clocknico.
Step 1: Everyone marks when they’re free
In My calendar, each person opens Mark when I’m free and picks a day and a time — for example tomorrow 14:00–17:00. For a regular pattern, they tick Every week: “every Tuesday 9–13” is entered once and repeats, optionally until a date.
Free time shows up in green in their own calendar. Plans change? One click removes it — for a weekly slot, just for that day, without touching the rest of the series. Approved time off and company holidays are left out automatically, so nobody gets booked on their vacation.
Step 2: Colleagues see the team’s free time
The Availability view shows the whole team for a week: one row per person, one column per day. Green slots are free; blue ones are already booked. It answers “who could pick this up on Thursday?” in a glance, without a single message.
Step 3: Book a task into a slot
Click a green slot, choose the start time and the duration, and pick the task — an existing one from any project, or a new one you name on the spot. If the task has an estimate, the duration is suggested for you.
Only the time you book is taken. A 2-hour task in a 4-hour slot leaves the other 2 hours free for something else. You can also schedule from the task itself: open it on the project board, choose Schedule into someone’s free time, pick a person and you’ll see their free slots for the next three weeks.
What happens next
- The person is added to the task’s assignees.
- They get a notification on their phone: “Anna scheduled a task for you · Prepare offer · Tue 21 Oct 09:00–11:00”.
- The task appears in their My calendar at that time, next to their other tasks, client meetings and time off.
- If the task had no due date (or an earlier one), the due date moves to that day.
Changed your mind? The person, whoever booked it, or a manager can remove the booking, and the time becomes free again.
Guard rails
- You can’t book outside someone’s free time, over work that’s already booked, or in the past.
- You can only book a task on a project the person can see — so nobody receives work they can’t open.
- Everyone in the company can book, so a colleague can hand work to a colleague without going through a manager.
Your personal calendar
All of this comes together in My calendar: a month view on the desktop and a simple day-by-day agenda on the phone. It shows tasks assigned to you with their due dates, CRM calls, meetings and follow-ups, your time off, company holidays, your free time and booked work — plus the hours you tracked each day. In the Android app it’s one tap away, next to your QR code for clocking in.
Why it works
- Fewer interruptions — people decide when they’re available instead of being asked all day.
- Fairer workload — work goes to whoever actually has time.
- Better estimates — booked time can be compared with the time tracked on the task. See kanban task management and project budget tracking.
Free-time scheduling and the personal calendar are included in every Clocknico plan — and Clocknico is free for teams of up to 5 users. Create a free company account.