Scheduling with AI
Turn your scope into a Gantt-style schedule automatically — BuiltUp sequences trades, avoids weekends and weather, and notifies your subs. Includes the weather-aware rescheduling and schedule guard features.
- • A project with a populated scope
- • Pro or Ultimate plan (scheduling is paywalled)
- • A site address on the project (for the weather lookup)
BuiltUp's AI Scheduler is one of the features nobody asks for until they try it. It reads your scope, figures out the dependency chain (first fix before second fix, plastering before painting), checks the weather forecast for your site postcode, and spits out a Gantt chart with tasks already assigned to trades. Then, when the weather forecast changes or a material is delayed, it quietly adjusts and notifies the affected subbies.
Open the Progress tab
From inside a project, click Progress in the left sidebar. You'll see an empty Gantt chart and a big AI Generate button in the top right.
Click AI Generate and a dialog asks you for two things:
- Project start date — when work begins on site
- Target end date — when the client expects completion (or "when it's done" if no hard deadline)
That's it. BuiltUp has everything else it needs — the scope, your labour rates, the site postcode, the current weather forecast.
Watch the AI sequence your trades
Scheduling takes 15-30 seconds. You'll see live progress: "Pulling scope & trade breakdown… Checking 14-day weather forecast… Sequencing trades (first fix → second fix)… Avoiding weekends & bank holidays… Fitting tasks within your programme window… Generating your Gantt chart."
When it finishes, you land back on the Progress tab with a populated Gantt view. Every trade has phases with start and end dates, the critical path is highlighted, and any weather-risk days are flagged.
Schedule
Understand the schedule guard
BuiltUp runs a background check every 6 hours on every active schedule — this is the Schedule Guard feature (Pro+). It looks at:
- Weather forecast — is rain coming during an outdoor trade?
- Material delivery dates — is a PO slipping?
- Upstream trade completion — did first fix finish when it was supposed to?
- Resource conflicts — is a trade double-booked across projects?
When it finds a risk, it proposes a schedule adjustment: *"Rain forecast for Tue 5 May — flooring delivery rescheduled to Wed 6 May. Accept / Reject."* You click accept and every affected sub gets a notification automatically.
Manually adjust anything
The AI schedule is a draft. Drag any task on the Gantt to move it, resize to change duration, click to edit details. When you move a task, BuiltUp re-runs the dependency check — if you've broken the "plaster before paint" order, it'll warn you.
Typical manual adjustments:
- Shift a phase a day or two to match actual access dates
- Extend a trade that always takes longer than the standard estimate
- Block out a day for an inspection or client walkthrough
- Split one long phase into two shorter ones with a break in between
Send the schedule to your team and subs
Once you're happy, click Share schedule. Options:
- Subcontractors — sends each sub a link to just their own tasks (they don't see the whole project)
- Client — shares the high-level schedule via the client portal
- Team — every assigned BuiltUp user on this project sees it in their Progress tab
If you make a change later, BuiltUp re-notifies everyone who got the original share. No more "I didn't see the update" excuses.
A scheduled job is a job that finishes on time. BuiltUp's scheduler isn't trying to replace your judgment — it's trying to give you a sensible starting point you can tune, instead of staring at a blank Gantt chart.
Managing subcontractors
Add subcontractors to a project, assign them tasks, track their rates and contracts, and share just their slice of the schedule — without giving them a full BuiltUp account.