Workload tab - Overview

Availability

Overview

Permissions

To see resources workload values, you need the "View all assignees" and "View all time entries" permissions in your project access level and/or the "View and manage members and assignees" + "View all time entries" permissions in the "Permissions for projects where a user is NOT a member of" section in your global access level.

Screen overview

The Workload tab consists of the following components:

• Table with a Daily, Weekly and Monthly granularity

• Header with a date range, granularity selector, filters, and controls, such as the Show and Export selectors

Workload indicator

The workload indicator consists of three elements:

1. A color-coded bar (for example, yellow - corresponds to Partial allocation)
2. A shade darker bar taking the length corresponding to the percentage of the user's actual workload; and
3. Actual workload is represented as a numerical value in percent (for example, 25%).

Vacation marker

Vacation days, including public holidays, are marked with a black dot. To view the type of holiday, place your mouse on the cell:

Visibility options

Use Show on the toolbar to display/hide special types of objects/unnamed resources on the Workload tab. The following options are available:

• Draft projects
• Activities on hold
• Inactive activities*
• Activities without hours
• Completed tasks
• Unnamed resources
• Unassigned activities  

Unassigned activities

While working on the Workload screen there may be need to review existing unassigned activities so that a user's potential workload can be utilized as completely as possible. The most common case: a resource has got a surplus of available hours, so it is perfectly natural that the Workload screen should give an opportunity to look over the existing unassigned activities to see if some of them can be assigned to the resource.

When the view is enabled, the Workload screen is divided horizontally, with the bottom section giving a list of unassigned activities grouped by project.

To assign an unassigned activity to a user:

1. Toggle on the Unassigned activities view under the Show menu ().
2. Make sure the user is visible in the upper part of the screen as it gets divided.
3. Hover over the row of the unassigned activity to be assigned in the bottom part.
4. As the drag-n-drop handle  () appears next to the activity name, make a click on it and holding down the mouse button drag the activity onto the would-be assignee.
5. As the user's row is activated by a surrounding rectangular frame, release the button to 'drop' the activity.
6. After a while, it will appear among the user's assignments. At the same time it is removed from the unassigned activities list.
7. Now they can be used in workload calculations.   

Manual mode

The button is used to mark an activity with resource loading edited manually. Pressing the button disables the manual mode. See Workload - manual vs. automatic mode for more details.

Hours left

Workload offers a detailed picture of hours allocation, including hours left. Hours left are displayed only for days that are either the current date (the current date column, see item 10 on the picture above) or future dates.

Actual hours

Time logs you enter on a particular day are referred to as actual hours. If there are actual hours on the current date, it is indicated with a stopwatch icon , and the current date cell contains an additional info panel (viewable by placing the pointer on the cell), as follows:

• Actual hours vs. Scheduled hours - in case of scheduled hours (manual mode on), or 

• Hours logged - in case of hours left (automatic mode on).

Balance hours

Birdview calculates the difference between three types of hours (scheduled, left, and actual) and displays the balance whenever there is a mismatch (excess or shortage). By placing the mouse pointer on the balance hours box you get an info panel with an explanation. At the top, the calculation formula used is displayed: