Within Teamwork.com, you can utilize the Workload Planner to manage user capacity and tasks.

The Workload Planner allows you to manage users' tasks and overall workload on a short term, day-to-day basis, allowing for a more granular view of each person's capacity.

An individual's capacity is based on their working hours set in their profile settings versus the total estimated time on their assigned tasks (minus any unavailable time assigned to them) in the selected time frame.

A user is considered over capacity when their capacity exceeds their working hours. The capacity bar turns red.

Access the Workload Planner

  1. Select Planning in Teamwork.com's main navigation menu.
  2. Switch to the Workload tab.
    🔑 Client users and collaborators cannot access the Workload Planner.
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Tasks

Tasks appear in the Workload Planner if:
  • They have dates assigned and those dates fall within the selected date range.
    • Task with a due date but no start date have their due date applied as their start date.
    • Tasks with a start date but no due date have their start date applied as due date.
      📝 Tasks with no dates are included in the Unplanned tasks tray.
  • They have estimated time set on them.
  • They are assigned to individual users. Tasks assigned to teams or companies are not shown.
  • You have permission to view them (aka they're assigned to projects you're a member of and you're included in the privacy).

Tasks in the Workload Planner

For a task to appear in the Workload Planner, it must meet all of the following conditions:

  • It has dates assigned that fall within the selected date range.
    • If the task has a due date but no start date, the due date is used as both start and end.
    • If the task has a start date but no due date, the start date is used as both start and end.
    • Tasks with no dates will appear in the Unplanned tasks tray instead.
  • It has estimated time set on it.
  • It is assigned to an individual user.
    Tasks assigned directly to teams or companies are not included.

These conditions only apply to tasks that you have permission to view. This means the task must:
  • Be part of a project you're a member of.
  • Not be restricted by privacy settings you aren’t included in.

👤 Any user with task creation permissions on a project can create new tasks directly within the Workload Planner.

Recurring tasks

Recurring tasks are included in the Workload Planner and factored into capacity calculations.

When a task has a repeat interval set, a placeholder appears in the Workload Planner with a repeat icon to distinguish it as a future, repeating task.

To create the next task in the sequence, right click the placeholder task and select Create Task. The new task will be added to the associated project and appear on the Workload Planner.

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Calculations

Estimated time is automatically divided evenly across the task's duration (the number of days between its start and due dates).

Example: A task with 8 hours of estimated time over 4 days will display as 2 hours per day.

You can also choose to manually split the estimated time and assign different (uneven) amounts to specific days as needed.


AI utilization summary

With the help of Teamwork.com’s built-in AI tool, you can instantly see which team members are over-capacity, underused, or unassigned.
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Beta feature
This feature is currently in beta. You’re getting early access while we gather feedback and make improvements.

  1. Click AI utilization summary in the Workload Planner's top right.

  2. Adjust the dates in the date picker to show a summary for a specific time.
    From there, TeamworkAI will use the information from the Workload Planner to drill down into the specifics of who’s over- or under-capacity.