⏳ 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 |
|
Who |
|
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 |
|
Who |
|
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.
- Click Planning in
Teamwork.com's main navigation
menu. Planning might be hidden
under the ... More option.
- Switch to
the Schedule tab.
- Select an option (outlined in the table below) from the Schedule's menu.
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. |
Timeframe | Choose the
timeframe the
Schedule's data should
be based on.
|
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. |
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. |
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. |
Timeframe | Choose the
timeframe the
Schedule's data should
be based on.
|
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. |
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. |
Interact
with
resources
Step 1:
Select your Schedule
view
- Choose your view from the
Schedule's top left:
- Projects
- People (Scale subscriptions only)
Step 2:
Set your grouping
preference
- Click the
grouping icon ()
beside the view
tabs.
- Select a grouping option:
- None (this is the default) — primary grouping is projects (in the Projects view) or users (in the People view).
- Role — group resources by role:
- Projects: Project > Role > Users
- People: Role > User > Projects
Step 3:
Refine your view
- Use the timeframe picker to adjust the Schedule's date range.
- Apply filter criteria to refine the resources show.
- Click Filter in the view's top right.
- Select individual filter options (ex. project, user).
- Apply corresponding filter criteria (ex. specific projects).
Step 4: View resource roll ups
- Scroll
to the relevant
primary row
(project, user, or
role — depending
on your view and
grouping).
- 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
- Expand a project (or
user / role) row:
- 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.
- 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.
- Hover over an allocation to view its details. Alternatively, click the allocation to open the allocation's full details panel.
- Click the pencil to edit the allocation.
- 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
- Select
the Projects view. This
step applies to
Scale accounts
with access to
Projects and
People
views. Otherwise,
Projects is the
sole
view.
- Search for and select
the
project
you
would like to add a
user
to.
- Click the arrow on the project's left.
- Select Add people below the project name.
- Click a user's name to
add them to the
Schedule. Users
already on the
project have an
"On project"
label.
- If you select a
user not currently
on the project,
they are
automatically
added to the
project.
- 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.
- Switch to the People view.
- 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.
- Select Add project.
- Search for a project. Only
projects
the user
is a
member of can be
selected.
- You can
filter
the available
projects to
starred projects
or all
projects.
- Click the project name
to
select it.
- 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).
- Click Planning in
Teamwork.com's main navigation
menu. Planning might
be
hidden
under the ... More option.
- Switch to
the Schedule tab.
- Click your preferred view tab (Projects or People). This step applies to Scale accounts with access to Projects and People views.
- Click the Filter button () in the view's top right.
- Select the filter field you want to
apply:
- Projects view: project,
owner, company, category,
tag.
- Custom fields —
click Add custom field
filter.
- Tentative projects – check the
box to only show filtered
tentative projects.
- People view: project,
user, team.
- Click individual items (ex. projects) in the dropdown you want to filter by.
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.