The Workload Overview
View your team's capacity utilization in the Workload Overview, filtering by users, teams, or skill tags to identify bottlenecks and plan allocation
The Workload Overview shows you your team's capacity utilization across a timeline.
The utilization is calculated intelligently from scheduled tasks, bookings, and appointments, and takes into account the time already logged for tasks.
🔐 The workload area can be used starting from the Standard plan.
Main benefits and use cases
The Workload Overview mainly helps you to:
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Recognize capacity utilization over time and spot bottlenecks early
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Check capacity for time periods – for individual users or groups
How workload viewing works
Workload viewing always starts with today and only looks at the future:
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Only currently open tasks and projects are taken into account.
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Remaining effort from tasks is pushed into the future (from today until the end of the task). Today's date plays an important role in how the remaining effort is distributed across the time period.
You can learn more about this here.
Important: Even if a task (with start and end date) has no planned effort, it will still be displayed in the workload within the planner. It will be shown, but not taken into account in the workload calculation.
How to use the Workload Overview
Open the Workload Overview
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Open the Planner in the main menu (under Workspace)
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Select the User view
Filter displayed users
Set a filter first. If no filter is set, only your own user will be displayed.
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Click on Filter at the top of the User sidebar
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Select one or more options (any combination):
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Individual users
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Teams (all users of the team)
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Tags (all users from the previous filters who also have one of the selected tags)
Tip: Tags are great for skill management. Keep your users' tags up to date so you can filter by them in the planner or search by them when assigning tasks.
Understanding weekly working time and available capacity
The dashed line in the workload chart shows the available capacity of your users.
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Capacity per weekday can be set from 0-12h
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0h means: The person doesn't work on that day
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The number next to the name is the weekly capacity in hours: Click directly on the value to adjust the capacity per day
Scheduled times from tasks and bookings are only distributed proportionally across available days, depending on the working hours on that particular day.
Adjust regional holidays in the planner
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In the User view of the planner, click on the Weekly capacity in hours next to the person on the right
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Adjust the holiday region here
You can learn more about regional holidays and absences in this article.
Capacity planning in the Workload Overview
Check free capacity for a time period
- Hover over a day in the workload chart.
- Drag your mouse to highlight a time period in the planner. Important: Grab the drag button directly under the date.
You'll then see:
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Free capacity per user in the selected time period
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Total capacity for all selected users (taking into account overbookings, tasks, and absences)
Tip: Click on the Sort by availability icon to sort free capacity by availability.
Display tasks, bookings, and appointments per day
To see which projects, tasks, bookings, and appointments are scheduled for a user, hover over the respective day in the workload chart. There you'll see how the workload for that day is composed.
You can expand the user row using the small arrow button (tooltip Expand to see projects and tasks).
In the expanded state, you'll see all absences, tasks, and bookings (with start and end times) that are scheduled.
You won't see appointments and calendar-entered tasks in this view.
Recognize absences
In the workload chart, you can also see when your users have planned absences. Learn more about this here.
Create new tasks, bookings, and absences (click and drag)
Use click and drag in a user's row to create new entries. You can move or extend existing entries.
View settings in the User view
Click on Settings in the top right of the User view in the planner. A pop-up with options will open.
These settings are available:
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Show workload view - Show or hide workload charts. If you hide the workload, all user rows are automatically expanded
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Show completed tasks - Completed tasks are displayed in the timeline (User view)
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Show tasks from completed projects - Tasks from completed projects are displayed in the timeline (User view)
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Show recurring tasks - Recurring tasks are displayed in the timeline (User view)
These settings only apply to your own account and have no effect on the workload calculation.
Bulk editing in the timeline
Using the Cursor button in the floating action bar at the bottom, you can enable bulk editing of tasks and bookings. The timeline will then switch to selection mode.
When selection mode is active (cursor button is activated/highlighted in purple), you can:
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Select elements by simply clicking (blue border)
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Move multiple elements at once: When you move a task or booking, all selected elements are moved in the same direction and by the same time period
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Perform actions on this selection using the action button in the action bar
- Autofix - AI moves selected tasks in the timeline and optimizes the duration so they fit into the workload without causing overbooking. The AI tries to keep the element as close as possible to its current location. For multiple elements, they are arranged one after another (earliest first). Currently only available for elements with a single assignee. If the AI doesn't find an optimal solution, the element stays in its original position
- Edit with AI - A pop-up opens where you can enter a prompt to move selected elements (e.g., to next month)
- Move, Change status, Add/remove assignees
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Clear the selection by clicking on the trash icon in the action bar
Note: When selection mode is active, tasks cannot be opened because the click is used for selection.
Bulk editing is only available in the planner for the User view and the task timeline of a project, not in the project overview.
Color-coding by projects
You can assign a color to projects. This is done via the Color option in the action menu of a project.
Projects, tasks, and bookings are displayed in the project, task, and project-user timelines, as well as in the user workload view, with a border in this color. This makes it easier to distinguish entries or recognize them as related.
FAQ
Why is a task or booking not displayed?
This can happen if you don't have permission to view the task or its associated project. Another reason could be that the project has already been completed or canceled. Tasks and bookings from these projects are no longer displayed in the workload timeline and are not included in the calculation.
Does the Workload Overview show the past?
No, workload viewing always starts with today and only looks at the future. Only currently open tasks and projects are taken into account. Remaining effort from tasks is pushed into the future (from today until the end of the task).
Are tasks without planned effort calculated in the workload?
Tasks without planned effort are generally displayed in the workload within the planner, provided they have a start and end date, but are not taken into account in the workload calculation.
Do view settings affect other users or the workload calculation?
View settings only apply to your own account and have no effect on the workload calculation.
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