How to Create Revit Schedules – Basic Guide

Your 3D BIM model contains a lot of information, for example, how much concrete you need, or the square meters of each room. But how do we extract that information? This is where the Revit Schedules come in.

A Revit Schedule is a table that displays information about a project’s elements. The Schedule can list each instance of the specific type of element that you want to schedule. Conversely, the instances can be classified into different groups based on various grouping criteria.

In this article, we will explore the various types of Revit Schedules available and learn how to create and format them. I will also share some valuable tips and tricks to help you make the most of your Schedules.

Revit Schedules Overview

Revit Schedules enable the display of model elements in a table format. Since most element properties are extractable, you can customize schedules to fit your specific needs. The Schedules can display instances of modeled types or group them based on criteria.

As the Schedules in Revit are dynamic, you can create them at any time during the design process. Any changes to the model are updating the Schedules automatically. You can use the Schedules as output on a sheet or export them to a spreadsheet program such as Excel.

Tip

If you’re looking for a way to export Revit Schedules to Excel and then import them, I suggest checking out this helpful article: How to Export Revit Schedule to Excel

Revit Schedules Types

There are numerous options in Revit for generating Schedules with different outputs. The list below gives an overview of the available Schedule Types.

• Schedule/Quantities
  • Building components Schedules
  • Key Schedules
• Graphical Column Schedules
• Material Takeoff
• Sheet List
• Note Block (Annotation Schedule)
• View List
• Revision Schedules
• Panel Schedules (For Electrical systems)

In this article, my main focus will be on the Building components and Key Schedules within the Main Schedule/Quantities as this is the most common type used by Revit users. So what is the difference between those two?

Building components Schedule

The most commonly used type of Schedule is the Building components Schedule. This Schedule allows you to list all instances of components within your project. Of course, Revit lets you choose what category you’d like to Schedule and what type of parameters should be in it.

For example, if you want to create a Schedule to get all window instances with types and measurements, you must create a Building components Schedule.

Key Schedules

The Key Schedule can be used to add additional information to elements in an automatic way. One of the most commonly used instances is the Room Key Schedule, which you can use to add additional information to each room. For example, you can create different room finishes for walls, floors, and ceilings predefined with a Key parameter.

To save time, you can use the Key Schedule to define multiple rooms simultaneously instead of inserting information one by one. The element’s attributes are applied once a value is assigned to the instance-based key parameter.

Create a Revit Schedule

Now that we have a better understanding of the distinction between building components and key Schedules, let’s continue to create a Schedule for both types starting with the Building components Schedule. Note that a Schedule is defined as a View in Revit.

1. Building components Schedule

To begin with the most frequently used building components Schedule, I use the Door category as an example. Follow the steps I’ve outlined below:

1. Open the View tab > Create panel
2. Click on the Schedules dropdown menu
3. Select Schedule/Quantities

4. In the New Schedule dialog choose the Category
5. Select Schedule building components
6. Give the Schedule a Name (default is Category Name + Schedule)
7. Choose the Phase > Click OK

8. In the Schedule Properties dialog select one or multiple Fields (parameters). Note, that you can find more fields by selecting another category in the Select available fields from section [A].
9. Click the add or remove parameter(s) to include or exclude the fields to the Schedule. Change the fields in order by selecting the parameter and using the Move parameter up/down buttons [B]. > Click OK when finished

An alternative way to create a Schedule quickly is by right-clicking the Schedules/Quantities category in the Project Browser and selecting “New Schedule/Quantities…“.

Note

You have the flexibility to change the names of your Schedules at any time.

2. Keys Schedule

For creating a Key Schedule I will use the Room category as an example. Additionally, I will use the Key parameter as a function of the room to manage the wall, floor, and ceiling finishes. Follow the steps written below to create your Key Schedule:

1. Open the View tab > Create panel
2. Click on the Schedules dropdown menu
3. Select Schedule/Quantities

4. In the New Schedule dialog choose the Category
5. Select Schedule Keys
6. Give the Schedule a Name (default is Category Name + Style Schedule)
7. Fill in a proper Key name > Click OK

8. In the Schedule Properties dialog select one or multiple Fields (parameters).
9. Click the add or remove parameter(s) to include or exclude the fields to the Schedule > Click OK when finished > Key Schedule opens with a Blanco table.

10. Open the Modify Schedule/Quantities tab > Rows panel
11. Click on Insert Data Row to add as many rows as needed (each row is a new value for a key)
12. Fill in all information for each key value inside the columns. Tip: Rename the Key Name parameter to the same name you are using for the Key for clarity.

Note

Key Schedules in Revit only allow you to add or create instance-based parameters.

Apply the Key to Elements

Now that we have different room finishes for each function we can apply the key parameter to the rooms, or other elements if you are using another Key Schedule category. Follow the steps I outlined below:

1. Select one or multiple model elements of the Key Schedule’s category (to add the same value)
2. Go to the Properties Browser > Identity Data > Search for your Key Name (Function in this case) and click for a dropdown menu
3. Select your predefined Key value > Apply

After applying the Key value, all defined properties from the Key Schedule are displayed as read-only instance parameters that are greyed out. The equals (=) sign next to the value indicates that the Parameter is set by a Key Schedule.

Note

When you remove the Key value from the element, the values remain but are adjustable.

Add Keys to a Building components Schedule

After creating your Key Schedule, you can use the same values for your Building components Schedule to keep all information in one place. From here you can change the Key Parameter, but the values are non-editable. To adjust the values of the Key parameter, you must use the Key Schedule.

In the example below I use an existing Room Schedule to add the Key parameters and values:

1. Open the (existing) Building components Schedule
2. Go to the Properties Browser > Other section > Go to Fields parameter > Click Edit…

3. In the Schedule Properties dialog select the same parameters from the Key Schedule
4. Click the add parameters to include the fields to the Schedule > Click OK

Once you’ve completed adding the parameters to the Schedule, it will automatically update. At this point, you have the possibility to manage and make changes to the Key value [A] if necessary.

Refine and Organize Schedule Data

Now that we have created a basic Building component Schedule and Key Schedule, we can continue by refining the Schedules. As you might have noticed there is a total of five tabs in the Schedule Properties dialog to manage the Schedules:

• Fields
• Filter
• Sorting/Grouping
• Formatting
• Appearance

Revit Schedules – Fields

The Fields tab in the Schedule Properties is the main area for managing Schedule parameters. You can add or remove parameters and create calculated or combined parameters.

New Parameter

To add new parameters, you can open the Fields tab and insert them as seen in the paragraph above. If you like to add a new custom parameter, you can do this by clicking on the New Parameter button.

1. In the Parameter Properties, you can add a Project or Shared parameter
2. Give the parameter a Name
3. Set Discipline, Data Type and Group
4. Choose Type or Instance > Click OK

Tip

If you are interested in learning more about Shared Parameters, you can check out this article: How to use Shared Parameters in Revit.

Add Calculated Parameter

Sometimes we need more information from the elements, such as the door area, or perimeter from the window frame, for example. Not all parameters are available for each category. Fortunately, you can add Calculated Parameters to the Schedules.

1. Give the parameter a Name in the Calculated Value dialog
2. Choose Formula
3. Set Discipline and Type
4. Enter the Formula (use the three dots to select predefined field names) > Click OK

Note: You can only include parameters in the formula if they are listed in the Schedule already. Additionally, note that the parameters are case-sensitive.

Tip

If you get an Inconsistent Units error, check which Type you have set for the formula. A perimeter formula needs a Length as Type, for example.

Combine Parameters

In Revit Schedules, it’s also possible to include Combined Parameters, which allow you to merge information into a single cell. This method does not calculate values but instead shows the data. The most used example is to combine the data Width * Height of doors.

1. Give the parameter a Name in the Combine Parameters dialog
2. Select the Schedule Parameters
3. Click Add Parameter(s)
4. Set Prefix, Suffix, and Separator to your requirements > Click OK

Note: In the dialog, you can preview the value of the Combined Parameter [A].

After adding a new custom [A], calculated [B], or combined [C] parameter, click OK to close the Schedule Properties dialog and notice that the Schedule updates immediately.

Revit Schedules – Filter

There are instances when you might not require all the information from the Schedule and wish to exclude certain elements. You can think of filtering different door models or doors associated with a particular Level. You can manage this in the Filter tab of the Schedule Properties.

1. Open the Filter tab
2. Select the Parameter to filter
3. Choose a Filter rule
4. Enter a value or choose from the dropdown menu (depending on the filter rule) > Click OK

Note: You can add up to eight Filters to fit your requirements. Moreover, you can filter by sheet [A], ensuring that only elements present on the sheet are displayed. Of course, this requires you to place the Schedule on the sheet.

Tip

In Revit, you can create duplicates of multiple Schedules and customize them with different filters to match your specific requirements.

Revit Schedules – Sorting/Grouping

To organize a Schedule, you can sort and group the data you like. But first, you need to think about what you’d like to sort and group. For example, you can group how many door models are on each level and sort them in a specific order.

1. Open the Sorting/Grouping tab
2. Select the Parameter to Sort by > Choose sort order: Ascending or Descending > Optional: Select to create a Header and Footer > Repeat for each parameter you sort by.
3. Optional: Select Grand totals and choose what to display (including a custom title)
4. Uncheck Itemize every instance to merge all the same items for a total count > Click OK

The Schedule is now Sorted and Grouped with the parameters you have set. Note that some parameters may display a value, signifying that the values differ from one another.

Modify Revit Schedules Appearances

In the final stage of creating a Schedule, we can format the different parameters and make some changes to the visual presentation of the Schedule. You can find the options in the Schedule Properties under the Formatting and Appearance tab.

Tip

Improve the consistency and efficiency of your Schedules by assigning or applying a View Template. You can easily apply the same properties to multiple Schedules simultaneously. Learn more about View Templates with this comprehensive guide: View Template Revit – Everything you need to know.

Revit Schedules – Formatting

Within the Formatting tab, you have the flexibility to adjust cell formatting, including decimals, symbols, conditional formatting, and cell calculation preferences.

Field Format

As we can notice, the values in the cost column appear as plain numbers without currency symbols, as determined by the Project Units settings. However, you can independently adjust the decimal places and add a currency symbol to these values.

1. Open the Formatting tab
2. Click Field Format…
3. Uncheck Use project settings
4. Change Rounding and Unit symbols to your preferences > Click OK

Conditional Format

To highlight specific information in the Schedule, you can use conditional formatting. In Revit, you can add a background color to the values that fit your conditional criteria. In the example below, I have highlighted all cells with a cost value equal to or greater than a specified value.

1. Open the Formatting tab
2. Click Conditional Format…
3. Choose a Field parameter > Select a Test > Enter a Value
4. Select a color > Click OK

Calculate

The Schedule’s cost parameter displays the individual costs for each door. If you want to see the total cost of all doors in the Schedule, you can have the Schedule automatically calculate the sum of the parameter values. In the example below, I have created a secondary calculated parameter for the total cost.

1. Open the Formatting tab
2. Choose what you would like to calculate from the dropdown menu (Calculate totals)
3. Make sure the Grand total from the Sorting/Grouping tab is checked > Click OK

Revit Schedules – Appearance

In the Appearance tab, you can customize the visual aspects of the table, such as grid lines, row shading, and text styles. Additionally, there are options to group cells, freeze headers, add images into cells, hide columns, etc.

Graphics

Within the Graphics section of the Appearance tab, you can customize whether you want to display grid lines or not and select your preferred line style. If you prefer to have a borderline around the entire Schedule, select Outline.

To implement striped rows, check the “Stripe Rows” option and set a color for the First and Second Rows. Furthermore, you can change the text styles of the Schedule and choose whether you like to show the title and headers.

Tip

Learn more about creating Line Styles for your project by reading this article.

Group Headers

To enhance the clarity of your columns, you can group the headers and assign them a separate title. In the example below, I grouped the Cost parameters and Door size columns for better organization and presentation. Click and hold your left mouse button on a header and drag it to another column > Click Group.

Tip

Did you know you can zoom in or out in Schedules since Revit 2019.2? Hold the CTRL button + use the Mouse Scroll Wheel to zoom in and out.

Wrapping Up

Revit Schedules are beneficial for extracting information from the 3D BIM model. Revit offers a variety of Schedule types, each with its unique output and purpose. Schedules can list each instance of a specific element and can be sorted and grouped based on various criteria.

Remember that you can assign or apply a View Template to Schedules to save a lot of time on modifying the appearance and format settings.

I hope this article helped you to understand the basics of Revit Schedules, and how to create and format them. Feel free to leave a comment if you have any questions, tips, or tricks I did not mention.