Feature
overview
| What | Schedule lets you
allocate and manage resources
(people) strategically and
track progress across each
project. |
|---|---|
| Why |
|
| Who |
|
| When | Anytime you acquire new
client work and need to
plan out the
project.
|
Schedule vs.
Workload Planner
Schedule and Workload Planner
both support capacity management but serve
different planning horizons. Use the
comparison below to choose what best fits your
workflow.
| Schedule | Workload
Planner |
|---|---|
Longer term
forecasting Plan client work against
available resources at a
high level. | Shorter term capacity
planning Ensure team members are
working to their full
capacity on a day-to-day
or week-to-week
basis. |
Capacity
optimization Ensure resources are
allocated efficiently as
far in advance as possible
by allocating blocks of
time. Often used by
larger services
firms. | Task-based capacity
management Manage people's workloads
at a more granular level
through assigned task
scheduling. |
Resource gap
identification Understand where gaps and
blockers are before work
starts so issues can be
addressed ahead of
time. | Efficient client work
delivery Identify gaps or capacity
overload with current task
distribution and reassign
accordingly. |
Schedule feature
access
The functionality available within the
Schedule depends on your Teamwork.com
plan.
| Schedule
feature | Grow (and
Premium) | Scale (and
Enterprise) |
|---|---|---|
| Group resources by role | ||
| Add & edit
allocations | ||
| Allocations skip unavailable
time | ||
| Mark allocations as
billable | ||
| Drag & drop
allocations | ||
| Add & edit unavailable
time | ||
| Available capacity | ||
| Projects view | ||
| People view | ||
| Bulk add unavailable
time | ||
| Insights bar | ||
Task management View, edit, and
create tasks directly
in the
Schedule. | ||
| View
Google Calendar events in
the Schedule | ||
| Tentative projects | 2 | Unlimited |
Schedule glossary
Use this glossary as your reference point;
you'll find the key terminology and features
below.
| Term | Definition and
purpose |
|---|---|
| Allocation | Allocations are
high-level blocks of time
that define where, when,
and for how long a user
should be working.
Each allocation
displays:
|
| Allocation roll-up | The total time across all of a
project’s (or user’s)
allocations in the selected
timeframe. |
| Availability | Formula: length of day −
unavailable time +
allocations |
| Billable allocation | Allocation whose work is
considered billable. Mark
allocations as billable to
leverage profitability
insights. |
Insights bar Scale
only | Roll-up insights (for the
selected date range)
including:
|
| Length of day | A user’s working hours as
determined in their profile
settings — the set number of
hours they can potentially do
work. |
People view Scale
only | An alternative user-based
view. Each user appears on
separate rows — expand a
user to see their
associated projects with
assigned
allocations. |
| Projects view | The Schedule’s core timeline
view. Each project is listed
on separate rows — expand a
project to see its associated
members with assigned
allocations. |
| Schedule | A high-level timeline view of
resource allocations. |
| Tentative project | Placeholder for a potential
future project. Allocate hours
to test different scheduling
scenarios and predict where
new work could fit into your
upcoming schedule. |
| Unavailable time | The sum of a user’s
non-working time periods
(unavailable time allocations)
which reduce their
availability to do work in a
given day. |
| Group by | Apply 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 individuals to view
their projects with active
allocations. |
Allocations
An allocation is a block of time reserved for
a type of work. This lets you plan capacity at
a higher level (before breaking it down into
tasks) and view insights on total budgets and
potential profits.
- If you add an allocation that would bring
a user over capacity, a warning is shown. This applies to projects, not tentative
projects.
- Any time logged by a user displays on the
Schedule as a percentage usage toward
their allocation.
Unavailable time
Add unavailable time for items such as
meetings, time off, and sick leave. This helps
you plan around scheduled time off in
advance.
Unavailable time created in the
Schedule automatically appears in the Workload
Planner, My
timesheet, and Company
timesheet.
Tentative
projects
A tentative project is a placeholder for a
project that hasn’t been created yet. Use
these to test different scheduling scenarios
and predict where pipeline work could fit into
the upcoming schedule without committing to
creating a project.
- Create and manage tentative projects to
map out future work, then convert them to
active projects when work is ready to
begin.
Allocations on a tentative project
affect the Insights bar so you can see
the projected impact on time, budget,
and profit.
Insights bar Scale
only
The Insights bar summarizes business capacity
and potential profit for the selected date
range.
Total available
Total remaining person-hours available for
scheduling in the selected period.
- Donut chart: available hours as a
percentage of total working hours.
- Counts only users who have active
allocations in the period.
Formula: Total available (hours) = Σ(users’ working
hours in range) − Σ(users’ existing
allocated hours in range)
Total allocated
Total hours already allocated across all
people in the period.
- Donut chart: total allocated as a
percentage of total working hours.
Formula: Total allocated (hours) = Σ(all
allocations across users in
range)
Potential revenue
Total revenue that will be made if all
allocated hours in this period are
logged.
Formula: Potential revenue = Σ(user billable rate ×
billable allocated hours)
Total financial budgets
Total value of planned financial budget usage
in the period.
Total time budgets
Total value of planned time budget usage in
the period.
Hover over Total available and Total allocated for hours and
percentage breakdowns.
Next steps
To continue learning, explore these related
guides: