First things first
- On the left, you’ll see all the people invited to the projects, along with their daily working hour capacities,
- They’re set to 8 hours per day by default and can be changed if needed,
- The upper bar shows the timeline starting with the first working day of the current week,
- You can see the planned activities for the next 30 days,
- Weekends, holidays and days off are marked differently so they’re easy to notice.
Filtering: people and teams
- In the upper left corner, you’ll find a filter that lets you choose whose workload you’d like to view, whether it’s one person, a few people, or an entire team,
- Right next to it is the Expand/Collapse all button, which allows you to view or hide the projects and tasks of all the selected people. Of course, you can expand this view individually.
Task overview in Workload
- Make sure tasks have due date set,
- As soon as you define a time frame, they’ll appear in the assigned person’s Workload, grouped by projects,
- A warning sign on your tasks is there to alert you a time estimate has not been set for them,
- The daily capacity cell can be green, indicating the number of hours a person has left at disposal, while if it’s red, it shows the number of hours they have to work overtime,
- A green cell with a checkmark means the team member’s daily assignments are perfectly balanced.
- Find an “Unassigned work” section at the top. All the unassigned tasks with a due date will be placed here,
- Drag & drop them to the right person and make sure everything gets done.
- You can choose whose workload you’d like to view, whether it’s one person, a few people or entire teams,
- When selected, you’ll see all the tasks assigned to them throughout a day, a week and the entire month. And, within each day you can see the exact amount of time someone is spending on their assigned work,
- The assigned work is split into tasks. They’re grouped by projects and colored differently for a better overview. Your team's days off, holidays and weekends are easy to spot and will be automatically taken into account.
With the bird’s-eye view, you always know what your team is working on at any given moment.
It’s all about equal workload distribution. That’s why you can set the daily capacity for each team member. They might be working full-time, part-time or picking up extra hours. Now you can see the availability of every team member on a daily basis.
The color code
- When cells are grey, they signal that no tasks have been assigned to the team member, but also show their daily capacity,
- The moment you assign them a task, color and numbers change, and you can see how much time they have available,
- Green is the key here! When someone’s time is fully booked, a checkmark appears. If someone has too much on their plate on a particular day, cells get red. It’s a call for action because this number signals the amount of overbooked time.
- You can reschedule the tasks for another day, prolong them, or reassign them to someone who is available. This way you can optimize the workload among your team members. When doing so, your team member’s assignments on projects you don’t have access to are shown and taken into account,
- They’re colored differently so you can’t see the details, but you know how these tasks affect their daily availability.
The point is - stop at red, optimize and aim for checkmarks.