🔐 The workload overview can be used from the business 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 Timeline view. At the bottom of the timeline you will find the Workload section. Click on it to open it. You can simply drag its height or maximize or collapse it by clicking the button on the right.
Select displayed users
Which users you want to see in the workload overview often depends on the use case. By clicking on the button "Select user" you can select the displayed users. Here you can choose from three different selection options and combine them as you like:
Select individual users
Select teams (all users of the team)
Select project (all members of the project)
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.
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.
Hide workload chart
If you only want to see what is currently scheduled for the selected users in the timeline, without the workload having any relevance for you, you can simply hide the charts by clicking the button in the upper right corner directly above the workload section.
All selected users will then be displayed folded out and you can see directly who has what scheduled and can easily make changes here.
Only pay attention to the calendar for the next 7 days
If the calendar for the next days of your users is quite full, e.g. because you schedule tasks in the calendar, you can disable the attention of all timeline elements (tasks and bookings) for these days. This will prevent the upcoming days from being displayed as overbooked.
To do this, click on the 7d icon in the upper right corner of the workload section.
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.