The Workload field shows how many hours each person has assigned to tasks across all projects. Add it to a Capacity & Availability report to see, in one place, whether people have more task work than time.
To get started, go to Reports, create a report from scratch and choose Capacity & Availability as the data source.
Workload and Scheduled: What's the Difference?
Both fields measure planned work, but they come from different places:
Workload comes from tasks. It's the same number you see in the Workload layout on the Tasks screen.
Scheduled comes from bookings on services in the Resource Planner.
In short, Scheduled is the high-level plan, and Workload is the detailed task work underneath it.
The Fields in This Report
Capacity: the hours a person could work in the period, adjusted for bank holidays
Available: capacity minus time off, such as vacation or sick leave
Scheduled: hours booked on services in the Resource Planner
Workload: hours assigned to tasks across all projects
Ways to Use the Workload Field
Spot People With Too Much Work
Compare Workload with Available. If someone is available for 40 hours this week but has 50 hours of tasks, they're overloaded.
Add a custom formula field with @Workload - @Available to flag this for you.
In the new column:
A positive number means more task hours than available hours.
A negative number means the person has room for more work.
Check That Tasks Match Bookings
Compare Scheduled with Workload to see whether your plan and your tasks line up:
Scheduled is higher: the person is booked for more hours than their tasks cover. Their tasks may need more detail.
Workload is higher: the person has more task work than they're booked for. Their bookings may need updating.
The formula @Workload - @Scheduled shows the gap for each person.
Balance Work Without Bookings
If your team doesn't book people in the Resource Planner, you can still compare Available with Workload. Someone with low workload and high availability can take on more tasks, and someone with a high workload may need some moved.
