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Timelines

Last Update 2 dagen geleden

Timelines Timeline Settings, Branding, and PDF Exports Save timeline edits without losing work

Timelines

Vaasu Guduguntla

Last Update 2 dagen geleden

✨ Overview

Timelines help you map out exactly what happens and when inside a project.
Whether you're planning an event, managing a client project, or coordinating a team, timelines give you a clear schedule to follow so everything runs smoothly.
Instead of juggling details in your head or scattered notes, you can build a structured plan that keeps everyone aligned.

⚠️ Important to Know

  • Timelines always live inside a project.
  • You can create reusable templates, but timelines are ultimately attached to a specific project.
💡 Translation:
Templates = your blueprint
Project timelines = the actual plan in action

📍Where to Find It 

To create a timeline:
  1. Open a Project.
  2. Go to the Timelines tab.
  3. Click New timeline or From template.
You'll see this directly inside your project workspace, alongside things like Tasks, Documents, and Notes.

🗓️ Timeline Structure 

Timelines are built using two core layers:

📅 Days 

Each timeline is organized by day.
Example:
  • Friday, June 10
  • Saturday, June 11
You can add as many days as needed depending on your project.

📌 Lines (Events / Items) 

  • Inside each day, you add individual timeline items.
  • Each item represents something happening during that day.

⏱️ Timeline Item Types 

You've got a few ways to structure each item depending on how detailed you want to get:

⏱ Timed 

Set a start and end time.
Example:
  • 2:00 PM → Ceremony
  • 3:00 PM → Cocktail hour
Perfect for event-based workflows.

⏳ Duration 

Set how long something takes.

Example: Setup → 60 minutes
Great when timing is flexible but effort matters.

❓TBD  

Placeholder for things you haven't locked in yet.
Example: "Vendor arrival (TBD)"
Keeps planning moving without needing all details upfront.

📝 Text Only 

Simple note without time.

Example: "Bring backup equipment"
Perfect for reminders or instructions.

➕ What You Can Add to Each Item 

Every timeline item can include:
  • Notes — Add context, instructions, or details.
  • Contacts or Roles — Assign responsibility or indicate who's involved.
  • Include in Export toggle — Control whether the item appears in client-facing views.

⏱️ Relative times and your project clock

Timeline templates can schedule items relative to your project's start and end times instead of only fixed clock times.

  • Project wall clock – when you set start and end times on a timed project, timeline items resolve against that clock
  • Chain items – an item can start when the previous item ends on the same day
  • Template apply – if resolved times run past the project window, TalleFlow warns you before applying a template
  • Client view – clients and PDF exports show the resolved wall-clock times
💡 Rule of thumb: Re-save older timed projects if timeline times look off — that backfills the project clock fields.

📋 Using Templates 

If you run similar projects often, templates are your best friend.

Create a Template 

  1. Go to Timelines → Templates.
  2. Click New template.
  3. Build out your structure (days + items).

Use a Template in a Project 

  1. Open a project.
  2. Go to the Timelines tab.
  3. Click From template.
  4. Select your template.
Boom — your entire schedule is instantly built.

👀 Client View

You can preview how your timeline looks from your client's perspective using Client view.
    This is perfect for:
    • Sharing event schedules
    • Setting expectations
    • Looking extra professional without extra effort

    ⚙️ Settings, Branding, and PDF Exports

    Timelines have settings for branding, layout, and PDF export controls. You can set business-wide defaults or customize each timeline individually.
    This includes:
    • Custom logos, accent colors, and event images
    • Page break options for multi-day PDFs
    • Header customization
    • Permissions to control who can edit branding

    For the full guide, see Timeline Settings, Branding, and PDF Exports.

      💡Why This Matters 

      Timelines turn your project from:
      "We'll figure it out as we go…"
      Into: "Everything is planned, clear, and under control."
      They help you:
      • Stay organized
      • Reduce last-minute stress
      • Communicate clearly with clients and teams
      • Deliver a smoother experience

      📋 Real Example 

      Event timeline might look like:

      Day 1:

      • 2:00 PM → Setup begins
      • 4:30 PM → Guests arrive
      • 6:00 PM → Ceremony
      • 8:00 PM → Reception

      Day 2:

      • 10:00 AM → Breakdown
      • 12:00 PM → Equipment return
      Simple. Clear. No chaos.

      🧠 Pro Tips 

      • Start with templates if you repeat similar projects.
      • Use Timed items for client-facing schedules.
      • Use Text-only items for internal notes.
      • Don't overcomplicate it. Clarity beats perfection.
      • Add contacts to avoid "who's doing this?" moments.
      • Check out Timeline Settings to brand your timelines and control what appears in PDF exports.
      • Use the "Include in export" toggle on individual items to control what clients see in exported PDFs.

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