⏳ 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 | Allocations are the
foundation of
capacity management in the
Schedule — plan your
portfolio of work at a high
level. |
Why |
|
Who | Who
can access the
Schedule:
Whose data is
populated in the
Schedule:
|
When | Anytime you're taking on new
clients or projects and need
to assess business capacity
& resource
allocation. Use allocations to map
out required resources and
unavailable time to track your
team's non-working time. |
What | Allocations are the
foundation of
capacity management in the
Schedule — plan your
portfolio of work at a high
level. |
Why |
|
Who | Who
can access the
Schedule:
Whose data is
populated in the
Schedule:
|
When | Anytime you're taking on new
clients or projects and need
to assess business capacity
& resource
allocation. Use allocations to map
out required resources and
unavailable time to track your
team's non-working time. |
Before
you
start
- The
Schedule provides two resource
perspectives:
- Projects: Timeline
showing all projects on your
site
along
with their associated
members.
- People: Timeline
of all people on
your
site
and their existing allocations
on
their
projects. (Scale
subscriptions)
- Only projects (or users, depending
on the view) with existing
allocations within the period
being viewed are
shown by default in the timeline.
Additional projects and project
members can be added
manually.
- Client users and collaborators are
not shown in the Schedule — they
cannot be assigned to
allocations, unavailable time, or
tentative resources.
Allocations
Allocations are blocks of time
reserved
for different types of work.
- Ex. You
know you'll need X design hours
and X
review hours for some newly
acquired
client work, but it's too early to
assign that work out.
- Allocations
enable you to capacity plan your
resources at
a
higher level (before breaking it
down
into
tasks) and get insights into your
total
budgets and potential
profits.
Any time a user logs
time, it is
displayed on the Schedule as a
percentage usage towards their
allocation.
![](/desk/file/13677408/image.png)
📝 If you add an
allocation that
will bring a user over capacity, a warning
is
shown. This is only for projects, not
tentative projects.
Create an
allocation
- Click Planning in
Teamwork.com's main navigation
menu. Planning might be hidden
under the ... More option.
- Switch to
the Schedule tab.
- Click Add allocation in the view's top right.
- Enter an allocation name. This would usually be the type of task that will be worked on.
- Click the color circle on the name field's left to choose an allocation color. We recommend using the same color for the same allocation type which can help you to quickly scan the Schedule for specific allocations (ex. design hours).
- Click the User icon (
) and select the user to apply the allocation to.
- Click the project field and select
a
project. You can only choose from
projects that the selected user is
a member
of.
- Enter a start and end
date.
- Enter the allocation's total hours. Alternatively, enter the hours per day.📝 The allocation's total hours are equally divided by the number of days (start to due date), so whichever field you update, the other automatically adjusts accordingly.
- Mark the time as billable. You can
leave this unchecked if the
allocation is
not
billable time.
- Click Save changes.
The allocation is added for the
selected user on the chosen
project.
- Hover over the allocation to
view the
allocation summary (start
date, end date, assignee, and
who allocated the time).
- Click the
allocation to open a quick
view panel (allocation name,
assignee, allocator, dates,
total time). You can also view
the user's assigned tasks and
time logs matching the
allocation's
dates.
Drag and drop
Hover over an
available slot within a project's (or
user's) row. Click and drag from the
first
day you want the allocation to fall
and
drop to the allocation's end
date. The allocation window
opens
where you can update its
details.
![](/desk/file/13778682/drag and drop create allocation.gif)
Edit an
allocation
Use drag and drop to
reschedule an allocation's dates or adjust the
allocation's duration.
- Allocation
duration: Click
and hold the left or right
edge of the allocation, then
drag it to a new day to extend
or reduce the allocation's
duration.
- Allocation
dates: Click and
hold the allocation bar, then
drag it to a new position to
change its start and end dates
while maintaining its
duration.
![](/desk/file/13778836/allocation drag and drop manage.gif)
Edit allocation
details
- Hover over an allocation.
- Click the pencil icon in the
popup.
- Update the allocation's details (name,
assignee, project, dates, hours,
billable status,
description).
- Click Save changes.
Delete an
allocation
- Hover over an
allocation.
- Click the trash can icon
(
) in the popup.
- Click Confirm.
Best
practices
- Prepare and
forecast: Allocate
your team's resources
ahead of project kick-off
so that capacity is
understood from the
outset.
- Plan holistically:
Create unavailable
time entries in
addition to
allocations so that your
team's time (and downtime)
is fully accounted
for.
- Check in regularly:
Review the Schedule
regularly during each
month or quarter, ensuring
that you can identify and
address resource
utilization imbalances as
they arise.
Next
steps
1.
Also
available on legacy
subscriptions: Premium,
Enterprise.