The Workload Overview
View your team's workload on a timeline, filter by users or teams, and identify capacity bottlenecks by tracking planned tasks and logged time.
The Workload Overview shows your team's workload on a timeline.
Workload is calculated intelligently based on planned tasks, bookings, and appointments. For tasks, it also takes time already tracked into account.
🔐 The Workload area is available starting with the Standard plan.
Main benefits and use cases
The Workload Overview helps you:
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Track workload over time and spot bottlenecks early
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Check capacity for a specific period, either for individual users or groups
How workload is calculated
The workload view always starts with today and only looks at the future:
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Only currently open tasks and projects are included.
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Any remaining effort for a task is shifted into the future, from today until the task's end date. Today's date plays an important role in how the remaining effort is distributed across the time period.
Learn more here.
Important: Even if a task has a start and end date but no planned effort, it will still appear in the workload view in the planner. It will be displayed, but it won't be included in the workload calculation.
How to use the Workload Overview
Open the Workload Overview
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Open the Planer from the main menu (Workspace area)
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Select the User view
Filter the users shown
Start by applying a filter. If you don't apply one, you'll only see your own user.
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Click Filter at the top of the user sidebar
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Select one or more options. You can combine them in any way:
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Einzelne User*innen
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Teams (all users on 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 skills management. Keep your users' tags up to date so you can filter by them in the planner or search by them when selecting assignees.
Understand weekly working hours and available capacity
The dashed line in the workload chart shows each user's available capacity.
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Capacity per day of the week can be set to between 0 and 12 hours
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0 hours means the person doesn't work that day
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The number next to the name is the weekly capacity in hours
Planned time from tasks and bookings is distributed proportionally across available days, based on the number of working hours for each day.
Adjust weekly capacity and regional holidays
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In the planner's User view, click the weekly capacity in hours to the right of the user's name
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Set the capacity for each day of the week, from 0 to 12 hours.
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Use the Dropdown-Menü below to adjust the holiday region
Learn more about regional holidays and absences in this article.
Capacity planning in the Workload Overview
Check available capacity for a period
- Hover over a day in the workload chart.
- Click and drag to select a period in the planner. Important: Start dragging from the button directly below the date.
You'll then see:
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Available capacity per user for the selected period
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Total capacity for all selected users, taking overbookings, tasks, and absences into account
Tip: Click the Nach Verfügbarkeit sortieren icon to sort by available capacity.
View tasks, bookings, and appointments for each day
To see which projects, tasks, bookings, and appointments are scheduled for a user, hover over the relevant day in the workload chart. You'll see how that day's workload is made up.
You can expand the user row using the small arrow button (tooltip: Erweitern, um Projekte und Aufgaben zu sehen).
When expanded, you'll see all scheduled absences, tasks, and bookings, including their start and end times.
Appointments and tasks entered in the calendar aren't shown in this view.
Identify absences
The workload chart also shows when your users have planned absences. Learn more here.
Create tasks, bookings, and absences (click and drag)
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 Einstellungen at the top right of the planner's User view. A pop-up with options will open.
The following settings are available:
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Zeitzone (only if your account's time zone is different from your workspace's time zone): Choose a time zone from the dropdown, then switch between Meine – [deine Zeitzone] and [Workspace-Name] [Workspace-Zeitzone]
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Workload Ansicht anzeigen: Show or hide workload charts. If you hide the workload, all user rows are automatically expanded
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Abgeschlossen Aufgaben zeigen: Show completed tasks in the timeline (User view)
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Aufgaben abgeschlossener Projekte zeigen: Show tasks from completed projects in the timeline (User view)
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Wiederkehrende Aufgaben anzeigen: Show recurring tasks in the timeline (User view)
These settings apply only to your account and don't affect the workload calculation.
Bulk editing in the timeline
Click the cursor button in the floating action bar at the bottom to enable bulk editing for tasks and bookings. The timeline will switch to selection mode.
When selection mode is active (the cursor button is enabled and highlighted in purple), you can:
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Select items by clicking them (they'll have a blue border)
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Move multiple items at once: When you move a task or booking, all selected items move in the same direction by the same amount of time
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Apply actions to your selection using the action button in the action bar
- Autofix: AI moves selected tasks in the timeline and optimizes their duration so they fit within the workload without causing overbookings. The AI tries to keep each item as close as possible to its current position. When multiple items are selected, it schedules them one after another, starting with the earliest. Currently, this feature is only available for items with a single assignee. If the AI can't find an optimal solution, the item stays where it is.
- Bearbeiten mit AI: Opens a pop-up where you can enter a prompt to move selected items, for example, to the next month
- Verschieben, Status ändern, Bearbeiter hinzufügen/entfernen
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Clear your selection by clicking the trash icon in the action bar
Note: When selection mode is active, you can't open tasks because clicking them selects them instead.
Bulk editing is available only in the planner's User view and in a project's task timeline, not in the project overview.
Project color-coding
You can assign a color to projects using the Farbe option in a project's action menu.
Projects, tasks, and bookings are shown with a border in that color in the project timeline, task timeline, project-user timeline, and User workload view. This makes it easier to distinguish entries or identify related ones.
FAQ
Why isn't a task or booking shown?
This may happen if you don't have permission to view the task or its associated project. Another possible reason is that the project has already been completed or canceled. Tasks and bookings from these projects are no longer shown in the workload timeline and aren't included in the calculation.
Does the Workload Overview show the past?
No. The workload view always starts with today and only looks at the future. Only currently open tasks and projects are included. Any remaining effort for a task is shifted into the future, from today until the task's end date.
Are tasks without planned effort included in the workload calculation?
Tasks without planned effort are generally shown in the planner's workload view if they have a start and end date, but they aren't included in the workload calculation.
Do the view settings affect other users or the workload calculation?
The view settings apply only to your account and don't affect the workload calculation.
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