🔐 The workload overview can be used from the standard plan onwards.
The workload overview shows you the workload of your team in a timeline.
The workload is calculated smartly from planned tasks, bookings and appointments and takes into account the time already recorded for tasks.
The workload view always starts with today and only considers the future. There are two main reasons for this:
Only currently open tasks and projects are considered. A view of the past is thus quickly distorted as soon as tasks and projects are completed.
Unfinished tasks are pushed into the future (today until the end of the task). Today always plays an important role in how the unfinished effort is distributed over time.
More about this in the workload calculation section.
☝️ Important: Even if a task does not have a planned effort, it is still displayed here in the workload within the planner. The task is always displayed here, but is not included in the calculation of the workload.
How to reach the workload overview
Open the planner in the main menu and select the “User” view.
Select displayed users
Which users you want to see in the workload overview often depends on the use case. To do this, first set a filter. If no filter has been set here, only your own user will be displayed. Simply change the filter using the filter button at the top of the user sidebar.
Here you can choose from three different selection options and combine them as you wish:
Select individual users
Select teams (all users of the team)
Tags (all users of the previous filters who also have one of the selected tags)
☝️Hint: The tags are ideal for skill management. Maintain the tags of your users so that you can filter for them in the planner or search for them in the selection of users.
Weekly working time / available capacity
The dashed line in the workload chart represents the available capacity of the user. The capacity can be specified for each day of the week from 0-12h. 0h means that the person is not working on that day. The number next to the user's name indicates the total weekly working time in hours.
Scheduled times by tasks and bookings are only distributed proportionally to the available days, depending on the amount of working time on that day.
Editing regional public holidays
You can adjust the public holiday region of your users directly in the planner by clicking on the value with the weekly working hours to the right of the person in the user view.
☝️ Hint: You can find out more about regional public holidays and absences in this article.
Available capacity for a specific period for users or user groups
To check the capacity for a specific date range in the workload overview, you can simply hover over a date and select a range in the planer by dragging it with the mouse.
☝️Important: Use the drag button directly below the date, as shown in the following video:
You will now see the free capacity for each user in this range. The total capacity for your selected users is also displayed, taking into account your overbookings, tasks and absences.
☝️Hint: By clicking the Sort by availability-button, you can sort your team members by their free capacity.
☝️Note: Your selection is saved automatically and remains until you delete or overwrite it manually.
Show tasks, bookings and appointments of users
To get more information about which projects, tasks, bookings and appointments are scheduled for a user and have an impact on the workload, you can move the mouse over the respective day in the workload chart.
Here you can see how the workload is composed for the respective day.
☝️Hint: Tasks in the workload area are displayed alphabetically and are therefore also independent of the project.
Another option is to expand the user line by clicking the small arrow button. In the expanded state you can see all absences, tasks and bookings that are scheduled for the user (with start & end time).
Appointments and tasks entered in the calendar are not visible in this view. By clicking on the respective day in the workload chart you will get to the selected day in the planner view.
Absences
The workload chart also provides you with information on when your users have planned absences. You can find out more about this here.
Drag-create to create new tasks, bookings and absences
Use the proven drag-create in the row of a user to create new entries. Existing entries can easily be moved or extended.
View settings
The settings button at the top right of the user view of the planner opens a pop-up with a few options for the view, where you can make the following settings:
Show workload: Show and hide the workload charts (🔐 available from the standard plan).
If you hide the workload, all users are automatically collapsed.
Show completed tasks: Completed tasks are displayed in the timeline (user view).
Show tasks of completed projects:Tasks of completed projects are displayed in the timeline (user view).
Show recurring tasks: Recurring tasks are displayed in the timeline (user view)
The settings only apply to your own user and have no effect on the workload calculation.
Multiple editing in the timeline
Using the cursor button at the bottom of the planner, you can activate multiple editing of tasks and bookings and the timeline goes into selection mode.
You can tell whether this is activated by the fact that the cursor button is now expanded and shows some options as well as the number of timeline entries currently selected If the selection mode is active, you can mark tasks and bookings by simply clicking on them.
In this mode, you cannot open or extend/shorten tasks, as they are selected by clicking on them (recognizable by the blue border).
If you move a task or booking, all selected tasks are automatically moved in the same direction, by the same time period. In the task timeline, you can also move the vertical position of several tasks.
Other functions are available to you:
Autofix: Autofix is an AI function that moves the selected tasks in the timeline and also optimizes their duration so that they fit into the workload without causing overbooking. The AI tries to keep the element as close as possible to the current location. If several elements are selected, they are arranged one after the other, with the earliest element first. This function can currently only be used for elements that only have one editor; if the AI does not find an optimal solution, the element is left in its original location.
In the action menu (3 dots), you will find further options:
Editing with AI: A small pop-up opens in which you can enter a prompt to move the selected elements in the timeline. For example, to move them to the next month or similar.
☝️Hint: Multiple 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. You do this via the action menu of a project (the 3 dots), e.g. in the timeline or also in the task sidebar in the planner.
The tasks and bookings are displayed in the workload timeline with a border in this color. This way you can better distinguish the different entries or recognize them as belonging together.
Task or booking is not displayed?
This can happen if you do not have permission to see the task or the associated project.
Another cause may be that the project has already been completed or canceled. Tasks and bookings of these projects are no longer displayed in the workload timeline and are not included in the calculation.