How To Use the Workload Feature · ActiveCollab Help

Workload

How Can I Use the Workload Feature?

Step 1: Click on the Workload tab on the left side.

Please note the following:

On the left you see all the people invited to the projects with their daily capacities
By default daily capacity is set to 8 hours (this can be changed)
To show up in Workload a task needs a due date set
Tasks with a defined time frame will appear in the assigned person’s Workload, grouped by projects,
Unassigned tasks are placed in the Unassigned work section at the top, drag and drop them to the right person,
The upper bar shows the timeline starting with the first working day of the current week,
By default, the view shows planned activities for the next 30 days,
Weekends, holidays, and days off are marked differently so they’re easy to notice.

Example of how the Workload works: Lets say that a task lasts for 5 working days with a time estimate of 10 hours of a certain job type. The Workload will display this task over the desired period and equally split the estimated time for each day, resulting in: 10 hours of estimated time : 5 days = 2 hours per day.

This will then be subtracted from the daily capacity of the task assignee. Lets say that the user has 8 hours of daily availability. In that case: 8 hours - 2 hours = 6 hours of availability left. This amount will then be displayed for the user in the Workload tab.

What do the different colors in the cells mean?

A warning sign in the cell alerts you a time estimate hasn't been set,
Grey cell shows the daily capacity of users with no tasks assigned to them,
Green cell indicates the number of hours a person has left at disposal,
Red cell 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.

How to change the users capacity?

Step 1: Click on the People tab.
Optional: Click on the User in the Workload tab.
Step 2: Once you have selected the user, click on the number next to their name and tile.
Step 3: You can now choose between default and custom availability.
Step 4: Click on Custom
Step 5: You can now input the desired daily availability for every work day for the user.
Step 6: Click on “Save” once you are done.

How to change the start day of the week?

Step 1: Click on your Profile Icon.
Step 2: Click on System Settings.
Step 3: Click on Workday.
Step 4: Click on the desired option from the drop-down menu in the “First day of the week” line.

How to change the working days of the week?

Step 1: Click on your Profile Icon.
Step 2: Click on System Settings.
Step 3: Click on Workday.
Step 4: Select the desired option from the Workdays line. Available options are:

Monday to Thursday
Monday to Friday
Monday to Saturday
Sunday to Thursday
Every day is a workweek.

How to set the global worker weekly capacity?

Step 1: Click on your Profile Icon.
Step 2: Click on System Settings.
Step 3: Click on Workday.
Step 4: You can now enter the daily capacity for each day.
Optional: From here you can edit the individual worker capacity by clicking on the “...” next to their name.

How to filter the users in the Workload?

Step 1: Click on the Workload tab.
Step 2: Click on the “Everyone” field
Step 3: Click on the desired users you wish to see.

How to filter teams in the Workload?

Step 1: Click on the Workload tab.
Step 2: Click on the “Select Teams” icon next to the “Everyone” field
Step 3: Click on the desired team or teams.

How to re-assign tasks in the Workload?

Step 1: Click on the Workload tab.
Step 2: Drag&Drop the task in the fields you wish to re-assing from one user to another

How to see the “Estimate Adjustments Based on Time Logged” In the Workload?

Step 1: Click on the Workload tab.
Step 2: Click on the daily capacity for the desired user.
Step 3: From here you can see the daily availability, estimated time tracked and remaining availability for the user.
Step 4 (Optional): You can cycle through days for this user by clicking on the left and right icons.

How to select the date range in the Workload ?

Step 1: Click on the Workload tab.
Step 2: Click on the Filter option next to the “Everyone” field.
Step 3: Click on “Date Range”
Step 4: Click on the desired period. You can go up to 1 year in advance.

How to apply tracked time to task estimations in the Workload?

Step 1: Click on the Workload tab.
Step 2: Click on the Filter option next to the “Everyone” field.
Step 3: Click on “Use Tracked Time”

Note: This will apply the time tracked for tasks and influence their future estimations and daily user availability. You’ll be able to see the tracked time by hovering over the circles under the tasks in the Workload tab once this feature is enabled.

Example: Task A is scheduled to last 10 workdays with an estimate of 20 hours.

If no time has been tracked on the task yet, the system will divide the estimated time (20 hours) by the number of future workdays, including today. Lets say that the task has 2 remaining workdays so the daily allocation is: 20h ÷ 2 days = 10h/day

If some time has already been tracked on the task (in the past), the system subtracts the tracked time from the original estimate. For example: Estimated time (20h) – Tracked time (2h) = 18h remaining. That remaining time (18h) is then divided by the number of remaining workdays, including today. In this case: 18h ÷ 2 days = 9h/day

Keep in mind: Days where tracked time has already been logged will be marked with a different color in the Workload view. Tracked time added for future dates will not affect this calculation.

How to expand all fields in the Workload tab?

Step 1: Click on the Workload tab.
Step 2: Click on the Filter option next to the “Everyone” field.
Step 3: Click on “Expand All”

What can I see in the Workload?

In the Workload tab you’ll be able to see the:

Tasks (those with a date, time estimation and assignee. Tasks without an assignee will be in the unassigned work field. Tasks without an estimation will have an exclamation mark next to them. Tasks that have all three will affect the users daily availability)
Subtasks (subtasks will not be included in the daily capacity for the user)
Recurring tasks (Those with a time estimation will be included in the daily availability for the user and recurring tasks will be displayed in grey color)
Calendar dates (Only those that have add to participants' workload enabled will be included in the users daily availability.)

What roles can use the Workload tab?

Owner and Member+ role with the “Start projects, manage people, and use reports” and Member+ with the “ Manage time and finances” permission.