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

What
Teamwork.com's Schedule feature enables you to allocate and manage your business' resources (aka people) strategically and monitor throughout each project.
Why
  • Optimize business capacity through better resource utilization.
  • De-risk project delivery timelines using resource allocation for forward visibility.
  • Improve project performance by ensuring the appropriate resources are allocated to each project.
  • Assess your business' ability to take on new work using tentative projects as placeholders.
Who
  • Site admins can manage allocations across all projects and people.
  • Standard users and client users with the profile permission to:
    • 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 acquire new client work and need to plan out the project.
  • Use the Schedule view to map out allocations (aka blocks of time) for each project member in advance of the project's start date.
What
Teamwork.com's Schedule feature enables you to allocate and manage your business' resources (aka people) strategically and monitor throughout each project.
Why
  • Optimize business capacity through better resource utilization.
  • De-risk project timelines using longer term resource forecasting.
  • Improve project performance by ensuring the appropriate resources are allocated to each project.
  • Assess your business' ability to take on new work using tentative projects as placeholders.
Who
  • Site admins can manage allocations across all projects and people.
  • Standard users and client users with the profile permission to:
    • 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 acquire new client work and need to plan out the project.
  • Use the Schedule view to map out allocations (aka blocks of time) for each project member in advance of the project's start date.

Schedule vs. Workload Planner

Teamwork.com's Schedule and Workload Planner features both provide capacity management support. Get to know their individual purposes and value so you can choose which best fits your workflow.
 
📖 Learn about how to view & manage resources and capacity plan in the Schedule.

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 the gaps and blockers are before work starts so that you can address any issues ahead of time and ensure no money is left on the table.
Efficient client work delivery
Identify any gaps or capacity overload with current task distribution and reassign accordingly.

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 the gaps and blockers are before work starts so that you can address any issues ahead of time and ensure no money is left on the table.
Efficient client work delivery
Identify any gaps or capacity overload with current task distribution and reassign accordingly.


Schedule feature access

The functionality available to you within the Schedule depends on your Teamwork.com subscription.

Schedule 
feature		Grow
(& Premium)		Scale
(& Enterprise)
Add & edit allocations
✔
✔
Allocations skipping unavailable time
✔
✔
Mark allocations as billable
✔
✔
Drag & drop allocations
✔
✔
Add & edit unavailable time
✔
✔
Available capacity
✔
✔
Projects view
✔
✔
People view
✗
✔
Bulk add unavailable time
✗
✔
Insights panel
✗
✔
Task management
View, edit, and create tasks directly in the Schedule.
✗
✔
Tentative projects
2
Unlimited
Schedule 
feature		Grow
(& Premium)		Scale
(& Enterprise)
Add & edit allocations
✔
✔
Allocations skipping unavailable time
✔
✔
Mark allocations as billable
✔
✔
Drag & drop allocations
✔
✔
Add & edit unavailable time
✔
✔
Available capacity
✔
✔
Projects view
✔
✔
People view
✗
✔
Bulk add unavailable time
✗
✔
Insights panel
✗
✔
Task management
View, edit, and create tasks directly in the Schedule.
✗
✔
Tentative projects
2
Unlimited

Schedule glossary

Use this glossary as your reference point — you'll find the key terminology and features in the table below.

Term
Definition and purpose
Allocation
Allocations are intended as high-level blocks reflecting the types of work a user should be doing aka where and when a user should be working and for how long.
  • A set amount of time for a specific user on a given project on a particular day (or number of days).
Each allocation displays:
  • Total hours: The allocation's total hours.
  • Hours per day: Even distribution of total hours across the allocation's total days.
  • Usage percentage: The allocation's progress to completion as a percentage, determined by the associated user's logged time on the project and assigned tasks.
Allocation roll up
The total time across all of a project's (or user's) allocations in the selected timeframe.
Availability
length of day - unavailable time + allocations
Billable allocation
The work relating to an allocation is considered billable. Mark allocations as billable and leverage profitability insights.
Insights bar
Roll up summary insights (for the given date range) detailing:
  • Total available time
  • Total allocated time
  • Potential value (calculated per user, then totalled):
    Total allocated time x billable rate
  • Total financial budgets (usage)
  • Total time budgets (usage)
✔️ Insights are available on Scale subscriptions. See "Insights bar" section below for more information.
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
An alternative user-based view. Each user is listed on separate rows — expand a user to see their associated projects with assigned allocations for the user.
✔️ This view is available on Scale subscriptions.
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
Placeholders for potential future projects. Allocate hours against tentative projects to test out different scheduling scenarios and predict where new work could fit into your team's upcoming schedule.
Unavailable time
The sum of all of a user's non-working time periods (aka "unavailable time" allocations) which reduce the user's availability to do work in a given day.
Term
Definition and purpose
Allocation
Allocations are intended as high-level blocks reflecting the types of work a user should be doing aka where and when a user should be working and for how long.
  • A set amount of time for a specific user on a given project on a particular day (or number of days).
Each allocation displays:
  • Total hours: The allocation's total hours.
  • Hours per day: Even distribution of total hours across the allocation's total days.
  • Usage percentage: The allocation's progress to completion as a percentage, determined by the associated user's logged time on the project and assigned tasks.
Allocation roll up
The total time across all of a project's (or user's) allocations in the selected timeframe.
Availability
length of day - unavailable time + allocations
Billable allocation
The work relating to an allocation is considered billable. Mark allocations as billable and leverage profitability insights.
Insights bar
Roll up insights summary (for the given date range) detailing:
  • Total available time
  • Total allocated time
  • Potential value (calculated per user, then totalled):
    Total allocated time x billable rate
  • Total financial budgets (usage)
  • Total time budgets (usage)
✔️ Insights are available on Scale subscriptions. See "Insights bar" section below for more information.
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
An alternative user-based view. Each user is listed on separate rows — expand a user to see their associated projects with assigned allocations for the user.
✔️ This view is available on Scale subscriptions.
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
Placeholders for potential future projects. Allocate hours against tentative projects to test out different scheduling scenarios and predict where new work could fit into your team's upcoming schedule.
Unavailable time
The sum of all of a user's non-working time periods (aka "unavailable time" allocations) which reduce the user's availability to do work in a given day.

Allocations

An allocation is a block of time reserved for different types of work. This enables 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.

  • If you add an allocation that will bring a user over capacity, a warning is shown. This is only for projects, not tentative projects. 
  • Any time logged by a user is displayed on the schedule as a percentage usage towards their allocation.


Unavailable time

Add unavailable time for items such as meetings, time off and sick leave. This allows you to plan around scheduled time off in advance.  

💡Unavailable time created in the schedule automatically populates in the Workload Planner, My timesheet and Company timesheet. 

Tentative projects

A tentative project is a placeholder for a project that has not yet been created. This allows you to test out different scheduling scenarios and also predict where new work in the pipeline could fit into the upcoming schedule without the need to commit to creating a project.
  • Create and manage tentative projects to map out future work, then convert those tentative projects to active projects when work is ready to begin.
💡 Any allocations added to a tentative project will impact the insights dashboard, so you can see what impact the project will have on your time, budget and profits.

Insights bar

✔️ Available on Scale subscriptions.

The insights dashboard provides a summary of the business' capacity and potential profit (based on the selected date range). Insights include:

Total available

Total remaining person hours available for scheduling in the given time period.
  • Donut chart: available hours as a percentage of total working hours.
  • Only takes into account users with active allocations in the period being viewed.
    Total available (hours) = users' working hours - users' existing allocated hours

Total allocated

Total hours already allocated across all people in the given time period. 
  • Donut chart: total allocated as a percentage of total working hours.
    Total allocated (hours) = sum of allocations across all users.

Potential revenue

Total revenue that will be made if all allocated hours in this time period are logged. 
Potential revenue = sum total of each user's billable rate x their allocated hours

Total financial budgets

Total value of planned financial budget usage for the period being viewed.

Total time budgets

Total value of planned time budget usage for the period being viewed.

💡 Hover over Total available and Total allocated for hours and percentage breakdowns.

Next steps


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