✔️ 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
  • 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).
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
  • 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).
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.
  • 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.

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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.
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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.
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View
The Schedule's default view is based on projects, with allocations assigned to the project's members.

Accounts on Scale subscriptions can switch to a People view which focuses on users, with their assigned allocations on projects they're a member of.
Group by
Add an additional level of grouping based on role in each view.

Projects: A row is displayed for each project. Each role that has users with active allocations on the project is displayed as a nested row. Expand a role row to see the associated users.

People: A row is displayed for each role. Each user assigned to that role is nested beneath it. Expand individual users to view their projects with active allocations.

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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
View
The Schedule's default view is based on projects, with allocations assigned to the project's members.

Accounts on Scale subscriptions can switch to a People view which focuses on users, with their assigned allocations on projects they're a member of.
Group by
Add an additional level of grouping based on role in each view.

Projects: A row is displayed for each project. Each role that has users with active allocations on the project is nested beneath it. Expand a role row to see the associated users.

People: A row is displayed for each role. Each user assigned to that role is nested beneath it. Expand individual users to view their projects with active allocations.

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Interact with resources

Step 1: Select your Schedule view

  1. Choose your view from the Schedule's top left:
    1. Projects
    2. People (Scale subscriptions only)
       
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Step 2: Set your grouping preference

  1. Click the grouping icon (Image Placeholder) beside the view tabs.
  2. Select a grouping option:
    1. None (this is the default) — primary grouping is projects (in the Projects view) or users (in the People view).
    2. Role — group resources by role:
      1. Projects: Project > Role > Users
      2. People: Role > User > Projects
         

Step 3: Refine your view

  1. Use the timeframe picker to adjust the Schedule's date range.
  2. Apply filter criteria to refine the resources show.
    1. Click Filter in the view's top right.
    2. Select individual filter options (ex. project, user).
    3. Apply corresponding filter criteria (ex. specific projects).

Step 4: View resource roll ups

  1. Scroll to the relevant primary row (project, user, or role — depending on your view and grouping).
  2. View the associated resources & capacity in the main rows. Only projects (or users) with existing allocations within the current date range are shown. 
     
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.
 


 
People view: Each user row displays a rollup of the user's allocations and unavailable time across their projects for each day. Roll ups are not displayed when grouping by role. 
  • See users' capacity at a glance — the roll up row indicates under (or at) capacity in green and over capacity in red.

 

Step 5: View and interact with resource allocations

  1. Expand a project (or user / role) row:
    1. Projects view: Click the arrow on a project's left to view the project's members with existing allocations. If group by role is turned on, the first level of grouping below a project is roles. Click the arrow on a role's left to view its associated users.
    2. People view: Click the arrow on a user's left to view the user's associated projects where they have allocations. If group by role is turned on, click the arrow on a role's left to view the role's associated user's, then click the arrow on a user's left to view their projects.
  2. Hover over an allocation to view its details. Alternatively, click the allocation to open the allocation's full details panel.
    1. Click the pencil to edit the allocation.
    2. Click the trash can to delete the allocation.




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. Select the Projects view. This step applies to Scale accounts with access to Projects and People views. Otherwise, Projects is the sole view.
  2. Search for and select the project you would like to add a user to. 
  3. Click the arrow on the project's left.
  4. Select Add people below the project name. 

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  5. Click a user's name to add them to the Schedule. Users already on the project have an "On project" label.
    1. If you select a user not currently on the project, they are automatically added to the project.
    2. If you add a user to the Schedule but do not assign them any allocations, they are removed from the Schedule once you navigate away from the Schedule.

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. Switch to the People view. 
  2. Click the arrow on a user's left. If group by role is turned on, you'll first need to expand the role row, then expand the relevant user row.
  3. Select Add project. 

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  4. 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.
  5. Click the project name to select it.
  6. 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.


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. 
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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. Alternatively, 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.