Workload and work calendar
See who is busy and who is free, set working days, hours and holidays, and give people job titles.
The workload chart
Click Workload in the menu. Each person is a row and each day a column, with the hours of work planned for them that day:
- Green - has room.
- Yellow - nearly full (80% of their day or more).
- Red - too much: more hours than their working day.
- A grey number counts tasks that have no work hours.
Click a day to see the tasks behind it, and open any of them. The Planned column adds up the hours against what they can do in the period.
- Show 1, 2 or 4 weeks, and step back and forward with the arrows.
- Pick a project to see only its work, or a job title to see only, say, your designers.
Where the hours come from
Each open task's Work hours are shared between its owners and spread over its working days. A 16-hour task with one owner over two days is 8 hours a day. Tasks without work hours still show (as a count), so add hours to get a true picture.
The workload chart is in the Professional plan and above.
Work calendar
Admins and managers open Settings > Business settings > Work calendar:
- Working days - tick the days your team works. Durations, links and the Gantt chart skip the others.
- Working hours in a day - a full day on the workload chart (8 to start with).
- Move tasks later when a task they wait on moves - see Gantt chart and dependencies.
- A parent task's % complete comes from its subtasks - weighted by work hours when every subtask has them; closed subtasks count as 100%.
- Holidays - add days off for everyone. Tasks don't count them and the workload chart leaves them empty.
Job titles and working hours per person
On Settings > Users & roles, give each person a Job title (Designer, Developer, Site engineer...) and, if their day is different, their own Hours a day. A job title is only a label - it doesn't change what they can do - and it lets you filter the workload chart.