Workload is only available on Business and above, learn more.
The workload chart provides an overview of all human resource allocation across your portfolio in one place. This is the ideal tool for long term resource planning that considers working hours, holidays, and more.
- See which team members are overallocated or underutilized
- Customize view by month, project and people
- Reassign team tasks and hours to balance workload without leaving the chart
Changes on workload chart are reflected in the software in real time.
Workload Page Video Overview
Watch our brief video on resource and workload management below.
How to Access the Workload Page
You'll need to be on a Business or Enterprise edition to access our workload page. To access it, click "portfolio" on your left-hand menu and toggle to the "workload" icon.
The workload page allows you to see your planned effort across your entire portfolio. It factors in your project working days as well as any holidays. You can see who is correctly allocated, over-allocated or out of office. This is helpful because if you assign tasks to a user who's over-allocated or out of office, the project may fall behind.
The workload page will populate automatically if you're using planned effort. If you're not using planned effort, remember that the team page is a great resource to see assigned tasks across your portfolio.
Workload Views
Navigate to the workload page, where you'll see a color-coded graph with numbers representing the number of hours assigned.
Customize your view:
- Month: Edit the month view or create a custom date range that is a minimum of a month.
- Projects: Select the projects you want to see in the view. You can only choose from projects that you have access to.
- People: Search by person, teams or skills.
- Search: Search for a team member without clicking on the "people" icon.
- Export: Easily export the workload to CSV or Excel.
- Tags: Filter the workload to see only tasks with the selected tags.
- Workload settings: Drill into total hours, incomplete tasks only, assigned people only and over-assigned people only.
Note: Workload is only available on Business and above.
Need access? Upgrade your plan today.
Have more questions on workload? Watch our Listen & Learn video on resource management, and the workload portion starts at 8:53.
Color Coding
The workload page is color-coded so you can spot the team members that are over-allocated. The color convention is as follows:
- Green: Assigned
- Red: Over-assigned
- Yellow: Holiday
- Gray: Unassigned
- White: Non-working
Note: "Unassigned" is included as an assignee, where all unassigned tasks will appear. These unassigned tasks can be assigned to a user on the Workload view.
Reassigning Tasks from the Workload Page
You can reassign tasks directly from the workload page. Click on the day that you would like to change. Once clicked, a popup will appear that allows you to allocate the hours to another team member.
Adjusting Hours
You don’t have to navigate back to the project to adjust the planned effort on a task. Just click "show tasks" in the green box at the bottom of the page. You'll be able to see all tasks assigned to a user and edit the hours they are assigned to a specific task.
This is useful when team members are unexpectedly out of the office or a task doesn’t take as long as expected.
FAQ
Q: How do I find unassigned tasks so I can assign the team to those?
Scroll down to the bottom of the list of assignees and their tasks. At the very bottom, you'll find a section called "Unassigned" which shows you all the unassigned tasks ready to be actioned. Alternatively, you can filter the assignees to show only unassigned tasks:
Q: Why can't I edit hours in some of the cells?
There are some system limitations in updating workload hours:
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If a cell contains some hours, you cannot make it a null value; instead, try changing hours to the number 0 to reduce hours for that day
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Empty cells with no value cannot be updated because the workload page is tracking the planned effort on tasks by date, so if there are no assigned hours for that date, it could be that you are trying to add hours beyond the task's duration or planned start and end dates. Click on the task name to visit that task and update the dates if you want to change those values.
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Check the settings. Hours cannot be updated if "show total hours" isn't checked. If you have "show total hours" unchecked, you cannot edit hours.
Please email support@prjectmanager.com with any questions on our workload page!