The Workload Overview
🔐 The Workload section is available from the Standard Plan onwards.
The Workload Overview shows you your team's capacity utilization across a timeline.
The utilization is calculated intelligently based on planned tasks, bookings, and appointments, taking into account the time already logged for tasks.
The Workload view always starts with today and only looks ahead into the future. This is for two important reasons:
- Only currently open tasks and projects are considered. Looking at the past quickly becomes distorted once tasks and projects are completed.
- Remaining effort on tasks is pushed into the future (from today until the task's end date). Today always 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 has no planned effort, it will still be displayed here in the Workload within the Planner. The task will generally be shown, but won't be included in the Workload calculation.
The Workload Overview and Its Features
How to Access the Workload Overview
Open the Planner from the main menu and select the "User" view.
Selecting Which Users to Display
Which users you want to see in the Workload Overview often depends on your use case. First, set a filter. If no filter is set here, only your own user will be displayed. Simply change the filter using the filter button in the upper area of the User sidebar.
You can choose from three different selection options and combine them as you like:
- Select individual users
- Select teams (all users in the team)
- Tags (all users from the previous filters who also have one of the selected tags)
Tip: Tags are excellent for skill management. Maintain your users' tags so you can filter by them in the Planner or search for them when assigning tasks.
Weekly Working Hours / Available Capacity
The dashed line in the Workload chart represents the available capacity of your users. The capacity can be specified for each weekday from 0-12 hours. 0 hours means the person is not working that day. The number next to the user's name shows the total weekly working hours.
Planned time from tasks and bookings is distributed proportionally across the available days based on the working hours for each day.
Managing Regional Holidays
You can adjust the holiday region for your users directly in the Planner by clicking on the value showing weekly working hours next to the person in the User view.
Tip: Learn more about regional holidays and absences in this article.
Capacity Planning
Checking Available Capacity for a Specific Time Period for Users or User Groups
To check the capacity for a specific time period in the Workload Overview, you can simply hover over a date and drag your mouse to mark a time range in the Planner.
Important: Grab the drag button directly under the date, as shown in the video.
Now the available capacity for each user during that time period will be displayed. The total capacity for your selected users is also shown, taking into account your overbookings, tasks, and absences.
Tip: By clicking the Sort by Availability button, you can sort your users' free capacity by availability.
Displaying Tasks, Bookings, and Appointments for Users
To get more information about which projects, tasks, bookings, and appointments are scheduled for a user and affecting their workload, hover your mouse over the respective day in the Workload chart.
Note: Tasks in the Workload section are displayed alphabetically and thus independently of the project.
Here you'll see how the workload for that day is composed.
Another way is to expand the user row by clicking the small arrow button. When expanded, you'll see all absences, tasks, and bookings scheduled for that user (with start and end times).
Appointments and tasks entered in the calendar are not visible in this view. By clicking on the respective day in the Workload chart, you'll navigate to that selected day in the Planner view.
Absences
Through the Workload chart, you also get information about when your users have planned absences. Learn more about this here.
Click and Drag to Create New Tasks, Bookings, and Absences
Use the familiar click and drag in a user's row to create new entries. You can easily move or extend existing entries.
View Settings
Click the settings button in the upper right of the User view in the Planner to open a popup with a few view options.
Here you can make the following adjustments:
Show Workload:
Show or hide the Workload charts (🔐 available from the Standard Plan onwards).
If you hide the Workload, all users are automatically expanded.
Show Completed Tasks:
Completed tasks are displayed in the timeline (User view).
Show Tasks from Completed Projects:
Tasks from completed projects are displayed in the timeline (User view).
Show Recurring Tasks:
Recurring tasks are displayed in the timeline (User view).
These settings only apply to your own user and have no impact on the Workload calculation.
Multi-Edit in the Timeline
You can enable multi-editing of tasks and bookings using the cursor button in the upper right of the Planner, and the timeline enters selection mode. You'll know it's active when the cursor button is now expanded and shows some options and the number of currently selected timeline entries.
When selection mode is active, you can mark tasks and bookings by simply clicking them. In this mode, you can't open tasks or extend/shorten them since clicking selects them (indicated by a blue border).
When you move a task or booking, all selected tasks are automatically moved in the same direction and by the same time period. In the task timeline, you can also move the vertical position of multiple tasks.
Additional functions are available to you:
Autofix: Autofix is an AI function that moves and optimizes the duration of selected tasks in the timeline so they fit into the Workload without causing overbooking. The AI tries to keep the element as close as possible to its current location. If multiple elements are selected, they're scheduled one after another, with the earliest element first. This function is currently only available for elements with a single assignee.
If the AI can't find an optimal solution, the element remains in its original position.
In the Actions menu (3 dots), you'll find additional options:
Edit with AI:
A small popup opens where you can enter a prompt to move the selected elements in the timeline. For example, to move them to next month, etc.
Note: Multi-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 through the actions menu of a project (the 3 dots), for example in the timeline or in the task sidebar in the Planner.
Tasks and bookings are displayed in the Workload timeline with a border in this color. This allows you to better distinguish between different entries or recognize them as belonging together.
FAQ
Why isn't a task or booking showing up?
This can happen if, for example, you don't have permission to view the task or its associated project.
Another reason might be that the project has already been completed or cancelled. Tasks and bookings from these projects are no longer displayed in the Workload timeline and are not included in the calculation.
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