The Workload layout is designed to provide insights into the distribution of tasks among team members working on projects in Productive.

Since team members can be assigned tasks across multiple projects, this layout displays all projects where users have assigned tasks. Capacity indicators aggregate the workload information, helping you understand your team's day-to-day tasks and overall project workload.

It's important to note that Productive's Resourcing and Workload layout are separate features, even if they might look alike. Resourcing helps you allocate resources and book people on services, adding a financial component to your planning. In contrast, the Workload layout helps you track task allocation, allowing for more granular project planning.

In short, you will still need to book people on Resourcing services after planning tasks in the Workload layout, as the two are not interconnected.

The Workload layout is accessible in the Project management > Tasks screen. To access it, click on the Layout dropdown and select Workload.
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That said, for tasks to appear in the Workload layout, certain conditions must be met. Check out the Task and Availability prerequisites described below for more details.

The workload on tasks is determined by the initial time-to-complete input, which is then evenly distributed over the duration of the task (defined by start and end dates). Additionally, the task needs to have an assignee to be shown in the layout.

Here's a checklist to ensure tasks appear in the Workload layout. The task needs to have:

Note: Adding a date range but omitting the time-to-complete estimate will still add the task to your Workload layout. However, since no time has been estimated, its time calculation will not be included when calculating the person's workload (it will remain at 0 if there are no other tasks for the same days).

You'll see an exclamation mark and a notification saying "no estimate" next to such tasks, prompting your attention.
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Each team member's availability is defined based on their cost rate information and booked time off. The workload for each day is subtracted from their availability to illustrate their workload situation.

Similar to the capacity indicators in the Resource planner, the intensity of the reds and greens, representing over- and under-utilization, will vary based on the number of hours booked.

The more overbooked a person is, the darker the red hue becomes. Conversely, if a person is underbooked, the green will appear lighter.

Hovering over the indicator will show the time allocated to the person, how much time can be further allocated, and all the projects the user is working on that day.

Note: When a team member has no tasks with due dates and estimations, their indicator shows zero. Once an estimation is added, the indicator becomes active.

Flags above certain days in the Workload layout represent bank holidays (non-working days) as defined in your Holidays settings. Each user, depending on their workplace and locale, can have a different holiday calendar assigned in their cost rates settings.

Hovering over the flags will show the name of the holiday. Such days will appear in a darker gray hue, indicating an off-day. Assigning tasks on these days will not affect the workload (it will stay at zero).

Approved time off will also be shown in the Workload layout with icons representing the time-off category. Hovering over the icon will show the name of the time-off entitlement. Similar to holidays, assigning tasks during time off will not affect the workload.

Weekends will also appear in a darker gray. Assigning tasks during weekends will not affect the workload.

To dive deeper into adding and managing tasks, check out our guide on Managing Tasks in the Workload Layout.

This includes steps for adding tasks, adjusting dates, and customizing the layout for better project visibility.

For more control over who can access the Workload layout, check out our guide on Managing Access to the Task Workload Layout.

This article provides step-by-step instructions on configuring custom permission sets, allowing you to determine which users can view the workload details and adjust permissions based on your organization’s needs.