⏳ This feature is currently in Beta release.
✔️ Available on Grow (with limits) and Scale subscriptions. 1
See the "Schedule feature access" section in Schedule Introduction for more information.

What
View your agency's resources (aka people) and monitor throughout each project using Teamwork.com's Schedule.
Why
  • Understand your team's workload and capacity at any given point.
  • Identify under (and over) utilization so that you can resolve any resource gaps.
  • Prepare for better longer term resource forecasting.
Who
Who can access the Schedule:
  • Site admins can access the Schedule and view, create, & manage allocations, unavailable time, and tentative projects.
  • Standard users with the profile permissions: 
    • Access resource scheduling (allows users to view the Schedule and any allocations (for anyone) across projects they're a member of).
    • Manage resource scheduling (allows users to create and edit allocations on projects they're a member of).
Whose data is populated in the Schedule:
  • All projects
  • All standard users
When
Anytime you're taking on new clients or projects and need to assess business capacity & resource allocation.
What
View your agency's resources (aka people) and monitor throughout each project using Teamwork.com's Schedule.
Why
  • Understand your team's workload and capacity at any given point.
  • Identify under (and over) utilization so that you can resolve any resource gaps.
  • Prepare for better longer term resource forecasting.
Who
Who can access the Schedule:
  • Site admins can access the Schedule and view, create, & manage allocations, unavailable time, and tentative projects.
  • Standard users with the profile permissions: 
    • Access resource scheduling (allows users to view the Schedule and any allocations (for anyone) across projects they're a member of).
    • Manage resource scheduling (allows users to create and edit allocations on projects they're a member of).
Whose data is populated in the Schedule:
  • All projects
  • All standard users
When
Anytime you're taking on new clients or projects and need to assess business capacity & resource allocation.

Before you start

  • The Schedule provides two resource perspectives:
    • Projects: Timeline showing all projects on your site along with their associated members.
    • People: (Scale subscriptions) Timeline of all people on your site and their existing allocations on their projects.
  • Only projects (or users, depending on the view) with existing allocations within the period being viewed are shown in the timeline.
  • Client users and collaborators are not shown in the Schedule and therefore cannot be assigned to allocations, unavailable time, or tentative resources.

View and customize the Schedule

Set up the Schedule to best suit your needs — apply the relevant date range and refine with filter criteria so that the Schedule's timeline shows you what you need to know.

  1. Click Planning in Teamwork.com's main navigation menu. Planning might be hidden under the ... More option.
  2. Switch to the Schedule tab.
  3. Select an option (outlined in the table below) from the Schedule's menu.

    Image Placeholder

Action
Location
Insights
View key time and revenue data in the insights panel. You can show/hide the insights at the top of the view. Scale subscriptions only.
Image Placeholder
Timeframe
Choose the timeframe the Schedule's data should be based on.
  • Click the current date range to select an alternative (month, quarter, year, or custom period).
  • Use the arrows move to previous or future periods.
  • Click the Today button to return to the current date.

Search
Use the search field to refine what's shown in the Schedule based on users, projects, or companies.

Filter
Apply filters to refine what's shown in the Schedule. Check the "Filter the Schedule" section later on this page for filter options.
Period view
Switch the Schedule timeline between week and month views. The timeframe picker is based on this selection.

Create
Create allocations and assign them to users in the Schedule. Click the arrow on the button's right to create unavailable time or tentative projects.
Image Placeholder
Action
Location
Insights
View key time and revenue data in the insights panel. You can show/hide the insights at the top of the view. Scale subscriptions only.
Image Placeholder
Timeframe
Choose the timeframe the Schedule's data should be based on.
  • Click the current date range to select an alternative (month, quarter, year, or custom period).
  • Use the arrows move to previous or future periods.
  • Click the Today button to return to the current date.

Search
Use the search field to refine what's shown in the Schedule based on users, projects, or companies.

Filter
Apply filters to refine what's shown in the Schedule. Check the "Filter the Schedule" section later on this page for filter options.
Period view
Switch the Schedule timeline between week and month views. The timeframe picker is based on this selection.

Create
Create allocations and assign them to users in the Schedule. Click the arrow on the button's right to create unavailable time or tentative projects.
Image Placeholder


Manually populate resources

By default, only users with existing allocations falling within in the current timeframe are visible in the Schedule.

Users (or projects) must be visible in the Schedule before you can create allocations for them. Check out how to add resources for people and projects. 

Manually add users to the Projects view (or add projects to the People view). The steps below focus on the Projects view but can be followed in the People view — anywhere you see reference to a project, the equivalent is user in the People view.
 

Projects view: Populate additional members for a project

  1. Click Planning in Teamwork.com's main navigation menu. Planning might be hidden under the ... More option.
  2. Select the Schedule tab.
  3. Select the Projects view. This step applies to Scale accounts with access to Projects and People views.
  4. Search for and select the project you would like to add a user to. 
  5. Hover over the project.
  6. Click the Add user icon () to the right of the project's name. 

     
  7. Search for the user and click the + icon to the right of the user's name. Only existing project members are available to select. 

A user row is nested below the project row where you can create and manage allocations for that user on the project.
 

People view: Populate additional projects for a user

✔️  Available on Scale subscriptions.

  1. Click Planning in Teamwork.com's main navigation menu. Planning might be hidden under the ... More option.
  2. Select the Schedule tab.
  3. Switch to the People view. 
  4. Hover over the relevant project.
  5. Click the Add project icon () on the user's right. 

     
  6. Search for a project. Only projects the user is a member of can be selected. 
    1. You can filter the available projects to starred projects or all projects.
  7. Click the project name to select it.
  8. Click Add project.

A project row is nested below the user row where you can create and manage allocations for that user on the project.


Interact with resources

The Schedule's default view is based on projects — projects are the primary grouping, with allocations assigned to the project's members. Accounts on Scale subscriptions can switch to an alternative People view which focuses on users as the primary grouping, with their assigned allocations on projects they're a member of.

  1. Click Planning in Teamwork.com's main navigation menu. Planning might be hidden under the ... More option.
  2. Switch to the Schedule tab.
  3. Scroll to the relevant project in the list. If you're using the People tab, scroll to the relevant user.
    💡 Use date range, search, and filters to refine the projects (or users) shown.
  4. View the associated resources and capacity in the main project (or user) row. Only projects (or users) with existing allocations within the current date range are shown. 
  5. Expand a project (or user) row:
    1. Projects view: Click the arrow on a project's left to view the project's members with existing allocations.
    2. People view: Click the arrow on a user's left to view the user's associated projects where they have allocations.
  6. Hover over an allocation Click an allocation to open a quick view with the allocation's full details.

Roll up

Projects view: Each project row displays a colored bar indicating the days that have existing allocations and unavailable time for project members. Hover over the bar on any day to see the allocation breakdown.

Image Placeholder
 

People view: Each user row displays a rollup of the user's allocations and unavailable time across their projects for each day. 
  • See users' capacity at a glance — the roll up row indicates under (or at) capacity in green and over capacity in red.
Image Placeholder



Filter the Schedule

Use filters () to refine the projects (or users) shown in the Schedule.  You can also use the search field beside the filter button to locate an individual project (or user).

  1. Click Planning in Teamwork.com's main navigation menu. Planning might be hidden under the ... More option.
  2. Switch to the Schedule tab.
  3. Click your preferred view tab (Projects or People). This step applies to Scale accounts with access to Projects and People views.
  4. Click the Filter button (Image Placeholder) in the view's top right.
  5. Select the filter field you want to apply:
    1. Projects view: project, owner, company, category, tag.
      1. Custom fields — click Add custom field filter.
      2. Tentative projects – check the box to only show filtered tentative projects.
    2. People view: project, user, team.
  6. Click individual items (ex. projects) in the dropdown you want to filter by. 
Image Placeholder

The Schedule's timeline updates automatically to show only project and user data matching the filter criteria.

Manage active filters

When filters are active, a count is displayed on the filter button reflecting the number of active filter conditions. 

  • Clear:
    • Click the X on the filter button to clear all current filters.
    • Click the filter button, then select the X beside an individual filter.
  • Save: Click the filter button, then click Save filter. This is useful for criteria you'll want to use often.
  • Saved filters: Click the filter button, then select Saved filters to view your saved filters.


Next steps


1. Also available on legacy subscriptions: Premium, Enterprise.