Plan and monitor your team's work capacity with Workload view! Based off Timeline view, Workload allows you to visualize your team's capacity and manage resources.
Users on Business Workspaces have full access to Workload to see people's capacity and workload. Enterprise users can customize capacity by day and see effort totals for other group types (status, tag, etc.). Free Forever and Unlimited plans have 100 uses (anytime you open the view, reschedule, set capacity, assign, or move tasks). Learn more about our plans here.
Note: Workload views are not visible to guests in your Workspace
How to add a Workload view
- Click on the
+sign in any List, Folder, Space or Everything
- Select Workload
- Give it a name
- Select your effort type (Tasks, Time or Points)
- Add capacity for users
How a Workload view works
Know how much can get done, so work is prioritized, by measuring capacity in a number of ways:
- Hours: the amount of time each person has available
*Make sure your ClickApp for Time Estimates is turned on if you'd like to measure capacity by time!
- Tasks: how many tasks a person can get done in a day - especially useful if tasks are all the same size
- Points: Used in systems like Scrum to give relative sizing to tasks
Choose your preferred method at the top of the view:
Set the capacity for each team member by clicking the capacity under their name or the capacity bar to bring up the modal.
Weekly capacity will be divided evenly across Monday - Friday, leaving the weekends free.
Pro Tip: Get yourself off to a running start by applying a baseline to all team members, then customize from there!
Users on Enterprise Workspaces can also elect to customize capacities per day, including setting different days as their 'weekends' with no capacity.
Workload view shows a day-by-day visualization of how much each person has assigned to them during that period, and compares it with their capacity.
This allows you to immediately see who is overburdened, and re-allocate to those showing unused capacity.
How effort is divided
Some tasks span across multiple days (or weeks!)
For tasks like this, total effort (hours or points) is divided across all of the days, starting with the task Start date and ending on its Due date.
For example, if you are assigned a task with an 8 hour time estimate and the task is scheduled for 2 days, a workload of 4 hours will be displayed on each of those 2 days.
Tasks are different and count as 1 task for every day it's across. For instance, a task that spans 3 days would be counted as 1 for each of those days.
Pro Tip: If you are looking for more accurate estimates we recommend turning on Granular Estimates under the Time Estimates ClickApp!
Weekends and other days with 0 capacity
By default, weekends have 0 capacity. Tasks that go partially or fully over days with 0 capacity will not apply effort to them.
For example, here is a task scheduled across 3 days. However, since one of them has 0 capacity, the effort is split between the 2 days that do have capacity.
If a task is put ONLY on a day with 0 capacity, forcing it to apply, the day will highlight red, same as any other overdue day.
Navigating your view
Scroll through weeks with the arrow buttons at the top of the view. To return to a certain date each time, toggle on
Always stay on this date as shown below:
- Days are green when people have extra capacity (0 - 99% capacity)
- Orange means they are at capacity (100 - 110% capacity)
- Red indicates an individual is well over capacity (110%+)
The size of the workload bar for each person on each day will depend on their capacity.
A part-time person working 20 hours a week (4 hours/day) will have a bar half as tall as someone working 40 hours per week (8 hours/day), as they can only be assigned half as much. This also applies for tasks and points.
Pro Tip: Workload bar height maxes out to ensure you're not scrolling too much, but watch out for this if you have staff doing very large numbers of hours, points, or tasks per day!
Select a period of two weeks in your Workload view if you'd like to see what's coming up! This is perfect for teams that run on two-week sprints or want extra flexibility for planning ahead.
See the exact figures for any day by hovering over it. This tells you what their capacity is for this day and how much has been assigned to them.
Users on Enterprise Workspaces will see a second figure for how much has been assigned to them on that day across the entire Workspace.
- Group by
assigneeto see tasks per person and how booked a person is each day.
- Group by
priorityto see tasks overlapping and quickly easily slide things around.
- You can even group tasks by tags, custom fields, and more!
For groupings other than Assignee, workload bars will not appear, as these groupings do not have capacity assigned to them. Instead, you'll be given the total effort for each day.
Tasks assigned to multiple people
If you have tasks assigned to multiple people, and are grouping by assignee, then tasks will appear multiple times, once for each person. This allows you to see the full picture for each person as you look at them.
There is still only one task, so changes to it will appear everywhere it's shown, including rescheduling it.
You can also drag these tasks to a different assignee, which will remove only the person you dragged it from, and add the new person.
To reveal the tasks contributing to any overburdened staff member's day, click one of their workload bars for the tasks will appear beneath. Click it again to hide them.
Tasks can slide to be rescheduled, reassigned, or even unassigned all together. As always, you can click a task to open it directly.
Where a task appears on the Workload view is dictated by its Start & Due dates. Moving it will change these.
Unassigned tasks have their own special group at the bottom. However, it's important to note that this group does not display all unassigned tasks!
These are tasks that are scheduled within the visible period and happen to be unassigned.
Unscheduled & no effort tasks
With any time-bound view, it's important to not forget what is out of sight. Scheduled but unassigned tasks are visible; however, staff might have:
- Overdue tasks out of view that need attending to
- Assigned tasks that don't appear because they haven't been scheduled
- Tasks that appear but are ghosting because they've been given no effort!
To catch all of these, we have the sidebar. It's divided into 3 categories to ensure you don't miss any tasks.
While collapsed, it will show the total tasks of these 3 types. Click to expand it and see them. Reschedule tasks by dropping them right onto the Workload view.
How to add tasks to your Workload
Create new tasks by clicking anywhere in your Workload view!
Alternatively, you can drop existing tasks onto the Workload. This will change them to be in that group. Drag from each end of the task to expand or shrink their duration, as needed.
Pro Tip: When grouping by assignees, quickly jump to the unscheduled or overdue tasks for any person that might need to be rescheduled by clicking on the buttons below their name.
Coloring your tasks
Tasks can be given color schemes, based on either:
- The color of the List they're in
- Their status color
- The color of their value for a dropdown custom field
Customize your view
Along with filtering and grouping, you can also choose extra options to customize your view:
The options are:
- Send notifications: Reduce notifications while you're planning out your projects by toggling off the notifications. With this off, people won't be notified of your date or group changes, so you can plan with peace of mind that you're not interrupting others' workflows.
- Ignore rollups: Optionally exclude subtask rollups of points or estimates when determining individual Workload. Including the rollup is most useful when all subtasks will be performed by a single person.
- Show recurring tasks: Include recurring tasks when displaying each person's tasks in their Workload.
- Hide weekends: Nobody on your team works weekends? Get rid of them!
- Subtasks: To see or not to see?
- Closed tasks: Get the feeling of accomplishment by seeing all the tasks you've already done. Turn this off if loading very large views!
- Location: Know where each task is in your hierarchy
- Parent name: See where each subtask has spawned from
- Assignees: Handy when not already grouping by assignee