Within the Teamwork Beta Program, you can enable the resource scheduling feature to view and manage allocated time for users across your projects.

Note: Resource scheduling is available on per-user Premium subscription plans and above.



Enabling Resource Scheduling


To enable the feature, click your profile icon in the top right of your site and select Settings from the dropdown menu.

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Note: Only owner company site administrators can access the site settings.

In the Settings area, select the Beta Program tab. Here, you will see an option for Resource Scheduling.




Toggle the switch on the left to enable the feature for your site. Using the dropdown on the right, you can grant access to all users on your site or just your owner company.

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Once enabled in the Beta Program, you will see a Schedule tab within the site-level Planning area.

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Permissions


Once Resource Scheduling has been enabled for your site, you can set additional profile permissions on an individual user basis.

  • Access resource scheduling - allow the user to view the schedule subsection of the Planning area.
    • They will be able to see any allocations across projects where they are a member, along with the other members of those projects.
  • Manage resource scheduling - allow the user to create and edit allocations on all projects where they are a member.
    • A user with this permission does not need to be a project administrator on a project to be able to create allocations for users on that project.
    • A user cannot have the manage permission without the access permission.

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Note: Client users and collaborators cannot be granted access or manage permissions for resource scheduling.




Glossary


  • Allocation - An allocation is a set amount of time for a given user on a given project on a given day or days.
    • It is used to show when and where a user should be working and for how long.
  • Allocation roll up - This is the combined total allocations for the given project or user on the selected day.
  • Unavailable Time - Unavailable time is the sum of all the occasions and/or events that reduce the amount of time that a user has available to do work in a working day.
    • These include all-day events created in the calendar.
  • Length of Day - Length of day is the set amount of hours in a day in which the user can potentially do work, for example the typical 8 hour work day.
  • Availability - Availability is the length of the user's working day minus any allocations and time marked unavailable:
    • Availability = Length of Day - (Unavailable Time + Allocations)



Working with the resource scheduling area


The Schedule view is separated into two subsections based projects and people. In each section, you will see a timeline view of any allocations created for the selected period.

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You can use the date picker in the top left to adjust the date range you wish to view. Click Submit to apply the new range.

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The additional options in the top right allow you to:

  • Move between month, week, or day view
  • Toggle to full screen view
  • Add a new allocation to the schedule
  • Access advanced filters


Projects
In the Projects section, allocations assigned to each user will be grouped with their associated project. For each project, you will see the total budgeted hours and the cumulative allocated time. Any related milestones will also be displayed on the date they are due.

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Days that have at least one allocation for the project will highlight the overall day roll up in blue. Hovering over the roll up will show a breakdown of allocated hours, logged hours, and unavailable hours for that day.

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Click the arrow to the left of a project to expand and view the individual allocations for each user on that project. Each individual allocation will show the allocation name and total number of hours.

If the user has logged time against the associated project (or task in the project), you will also see a percentage progress bar in the allocation. As more time is logged, this percentage will increase.


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Note: All time logged by a user on a project will display against all of their allocations.


Hover an individual allocation to view the full title, total hours, and date distribution. You will also see options to edit or delete the allocation in the top right.



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People
In the People section, allocations will be grouped per associated user. For each user, you will see the cumulative allocated time currently set across their projects.

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Beside each user, you will see a roll up of all of their allocations across their projects. Hovering over the roll up will show a breakdown of allocated hours, logged hours, and unavailable hours for that day.

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Click the arrow to the left of a user to view the individual projects their allocations are associated with.


In both sections, clicking an individual allocation will open a quick view including all details of the allocation along with any time entries the user has logged against the associated project.

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Creating allocations


Click the Add Allocation button in the top right to create a new allocation for a user.

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Each allocation is required to be associated with a project and user on your site. You can customize the allocation by setting a color and title, as well as start and end dates and duration.

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Click Save to add the allocation to your schedule.

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If you attempt to create an allocation greater than the remaining hours available for the user on that day, you will see a warning message stating how many available hours the user actually has. You can still save the new allocation but this will over allocate the user.

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If you create an allocation for a day where a user is unavailable (e.g. due to all-day calendar events or non-working hours), you will see a warning that the user is unavailable on the selected day. You can still save the new allocation but this will over allocate the user.


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Managing allocations


Each individual allocation will show the allocation name and total number of hours. If the user has logged time against the associated project (or task in the project), you will also see a percentage progress bar in the allocation. As more time is logged, this percentage will increase.


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Note: All time logged by a user on a project will display against all of their allocations.

Hover an individual allocation to view the full title, total hours, and date distribution. You will also see options to edit or delete the allocation in the top right.

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In addition to editing an allocation to update dates or duration, you can do so via drag and drop.

To adjust the duration of an allocation, drag the left or right side of the allocation to increase or decrease it. Click and drag an entire allocation to reposition it to fall on alternative days.

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Drag and drop can also be used to reassign an allocation to another user.

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Filtering


The advanced filter options available will differ depending on whether you are viewing the Projects or People subsection of the schedule.

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Projects:

  • Project owner
  • Project health
  • Company
  • Category
  • Tags
  • Custom fields (available on per-user Premium subscription plans and above)
  • Show starred projects only
  • Hide projects where I'm an observer

People:

  • Project
  • Team
  • Company


For more information, see: Teamwork Beta Program