Workload View (Beta)

Learn about the Workload view, which provides insights into team task distribution, showing availability and workload across projects.

Updated over a week ago

Workload View Overview

The Workload view 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 view 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 view 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 view 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 view, as the two are not interconnected.

The Workload view is available in Professional and Ultimate plans.

How Does the Workload View Work?

The Workload View is accessible in the Project management > Tasks screen. To access it, click on the Layout dropdown and select Workload.

That said, for tasks to appear in the Workload view, certain conditions must be met. Check out the Task and Availability prerequisites described below for more details.

1) Task Prerequisites

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 view.

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

  • An assignee

  • A date range (if spanning more than one day)

  • An initial time-to-complete estimate

Note: Adding a date range but omitting the time-to-complete estimate will still add the task to your Workload view. 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.

2) Availability Prerequisites

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.

Cost Rate Example (click here)

We see that Alex Taylor is expected to work 8 hours Monday to Friday.

Workload Availability Example (click here)

Let's consider Alex's week from Monday to Sunday, May 20 - 26.

Based on their expected working hours, Alex's maximum available hours are 8 for both May 21 and 22. Note that May 20 is a bank holiday for Alex, as indicated by the flags, so their workload will be zero for that day.

Next, due to approved time off on May 23 and 24, their availability—and therefore their maximum workload—will be zero on those days, with only an icon representing their time off shown in the view.

Similarly, May 25 and 26 are the weekend, so the workload will remain zero.

Capacity Indicators

Similar to the capacity indicators in Resourcing, 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.

Bank Holidays, Time Off, and Weekends

Flags above certain days in the Workload view 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 view 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.

Managing Tasks in the Workload View

Adding Tasks to the View

You can quickly add a task or milestone to any project by selecting the "+ Task" option in the upper-right corner.

From there, you can select the project, task list, title, description, workflow status, assignee, and start and end dates for the task.

To add a time-to-complete component, save the task first or select the "Open in full screen" option.

Adjusting the Task Duration and Dates

You can drag and drop your tasks by clicking on them and moving them to the desired date. To extend or shorten the duration of a task, click on its outer borders and drag to span it over the desired period.

This action will adjust the number of days (date range) for the task, spreading the estimated time to complete the task accordingly.

Note that you cannot drag and drop tasks from one project to another or reassign them to different assignees.

Bank holidays, time off, and weekends will not be counted in the task duration!

Customizing, Saving, and Sharing the Workload View

Filtering

Filters, such as Assignee, Teams or Project can be applied to focus on specific team members or projects.

Additionally, the "Me" filter in the upper right will quickly filter out the tasks assigned to the user currently using the platform.

Zooming In or Out

For a more granular or high-level task overview, use the "-" and "+" icons to adjust the observed timespan.

The left and right arrows around "Today" allow you to navigate to past or future assignments. Clicking on "Today" returns you to the current date.

Color Tasks By

To further visualize the team's workload, you can color tasks by:

  • Workflow status

  • Custom field (only single-select custom fields are supported)

  • None (for a neutral view)

Saving and Sharing the View

After customizing your workload view, save it by selecting "Save" in the upper-left corner.

Alternatively, you can select "+ Add a view" from any task screen by accessing the views dropdown. Then, proceed to add a new Workload view and save it.


After saving the view, you can share it with your team by opening the views dropdown, clicking on the three-dot menu, and selecting "Sharing options".

From there, share the view with teams or individuals and set their access level (full access or view-only). Find out more about view sharing here!

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