The Workload View

Description

The Workload view allows you to track the distribution of workload across different time periods. It offers various display and filter options to provide a detailed overview of resource utilization.

Accessing the Workload view

• The Workload view can be accessed via the main menu in the left sidebar under Workload. 
  
   
• Or select the “Workload” tab in your project.
  
   

Overview of the Workload view

The Workload view includes several tabs:

• My Utilization: Displays only your own workload.
  
   
• Team Utilization: Displays the workload of your own team if you are defined as the team lead.
  
   
• Total Utilization: With HR permission, all resources in the workspace can be viewed here.
  
   
• Total Utilization (Monthly): Displays the overall workload on a monthly basis and is particularly suitable for a longer-term view of capacities, planned time, and recorded time.
  

The Workload view in your project: Displays only the workload data relevant to this project.

Overall workload (Monthly)

With the Overall workload (Monthly) tab, you can view resource utilization over a longer period on a monthly basis.

The display summarizes key values for each month. These include, among others, capacity, planned time, recorded time, as well as the resulting variances.

Using the selection above the view, you can define the group of people or team as well as the time period to be displayed.

This makes the monthly overall workload particularly suitable for a longer-term view of capacity and resources.

Summary row in the Workload view

The Totals section provides a summarized analysis of the resources currently being viewed. The values are combined for the respective day or time period and help you directly compare capacity, planned time, and recorded time.

Which resources are included in the calculation depends on the current selection and applied filters, for example the selected team or resource selection.

When the total is collapsed, a compact summary is displayed above the resources.

Expand the sums

Click the arrow next to Totals to display the detailed analysis. Several key figures are then displayed below one another.

Using the selection next to Totals, you can additionally define which tasks are included in the corresponding analysis, for example Open tasks.

Total key figures

In the expanded view, various key figures are available:

• Open tasks (Count)
  Shows the number of open tasks for the respective time period.
• Capacity
  Shows the combined available capacity of the resources included.
• Planned time (All tasks)
  Shows the planned time from all tasks included.
• Planned time
  Shows the planned time based on the currently selected task selection, for example for open tasks.
• Recorded time
  Shows the total recorded working time of the resources included.
• △ Capacity - planned time
  Shows the difference between available capacity and planned time.
• △ Capacity - recorded time
  Shows the difference between available capacity and actually recorded time.
• △ Planned - recorded time
  Shows the variance between planned and actually recorded time.

Show unassigned tasks

With the Unassigned tasks option, an additional grouping is displayed in the Workload view. This area shows tasks that are currently not assigned to anyone. This allows you to quickly identify which tasks still need to be assigned.

Tasks in this grouping can be edited directly in the Workload view: You can move them in time or shorten or extend them by dragging their edges. Clicking a task opens the task so that you can review details or make adjustments.

Notes

Lock task movement

In the Workload view, you can lock task movement to fix your planning. This is particularly useful for preventing unintended changes – for example, when several people are working on the planning at the same time or when the planning has already been agreed upon.

 

Weekly view and compact mode

For a more compact display of the workload, you can enable the Weekly view option under Customize.

The Weekly view summarizes the display on a weekly basis and automatically enables the required options:

• Weekly totals
• Compact view
• Lock task movement

As long as Weekly view is enabled, these settings are an integral part of the display and cannot be changed individually.

If you disable Weekly view, Weekly totals, Compact view, and Lock task movement can once again be configured independently.

Filtering and displaying resources

The Workload view offers various filtering options to adjust the display:

• Filter: Resources can be filtered by team members or task properties.
  
   

• Time period: Using the date range selection, you can define the displayed time period and quickly switch between predefined past, current, and future time periods.

  
  
   

• Resource selection: Switch between displaying teams or all resources.
  

Simulation mode

In simulation mode, changes can be made to tasks and their impact on workload can be reviewed without affecting actual data. Changes can be saved or discarded.

Save views

In the Workload view, custom views can be saved and shared with others.

• Filters: Saves selected filter settings.
• Time period: Defines a fixed date range for the view.
• Display options: Allows you to choose between weekly and daily aggregation.
• Resource selection: Saves the selection between teams or all resources.

Additional options

Under Customize, additional display settings can be configured, such as displaying a weekly summary or forecast values.