Use Workload view

  • Updated

Based on Timeline view, Workload view visualizes the amount of work each team member is assigned during the time period selected. You can choose one or two weeks or one month. Each person's workload is compared with the capacity set for them.
Note: The one-month view is currently available only for Spaces, Folders, and Lists.

What you'll need

  • Workspaces on our Free Forever Plan and Unlimited Plan have 100 uses of Workload view. The following count as uses:

    • Creating and opening a Workload view.

    • Rescheduling, assigning, or moving tasks.

    • Setting capacity.

  • On Business Plus and Enterprise Plans, you can customize Workload capacity per day and see effort totals for items like statuses and tags. You can also set any day to no capacity.

  • Workload views are not visible to guests in your Workspace.

  • Admins and owners of a Workspace are able to set capacity for other users, while members can only set their own capacity.
    Note: This view displays information according to your personal timezone preferences.

Add a Workload view

To add a Workload view:

  1. From Everything, a Space, Folder, or List, click + View.

  2. Select Workload.

  3. Enter a name for this view.

    • Check the Private view box if you don't want anyone else to access it.

    • Check the Pin view box if you want it to always display.

  4. Click Add View.

Track level of effort

There are four methods for tracking a task's level of effort. From the top of the view, click Workload to choose one.

Screenshot of the Workload settings.
  • Time: Amount of time each person has available. Your Time Estimates ClickApp must be enabled.

  • Tasks: Number of tasks a person can get done in a day. This is especially useful if tasks require the same amount of effort.

  • Points: Used to give relative sizing to tasks during a sprint. Your Sprint Points ClickApp must be enabled.

  • Custom Fields: Set up your own ways to track capacity and performance!

Set capacity

Setting your team members' capacity is key to visualizing who is over-capacity so you can re-allocate work.

  1. From the Set Capacity For modal, click the pencil icon.

  2. Enter capacity in minutes, hours, days, weeks, or months. For example, 1h or 1d.

    Screenshot highlighting a user's workload capacity.
    • Weekly capacity is divided evenly Monday through Friday, leaving the weekends free.

    • You can choose to apply the same capacity for all users.

    • If you're on Business Plus or Enterprise Plans, you can also customize Workload capacity per day by clicking Set Daily Capacity

    • In the Daily Capacity section, enter the team member's capacity.

Set a time period

You can choose to see one or two weeks or one month of tasks at a time. A longer timescale is perfect for teams that work in two-week sprints or need to plan further ahead. One week is the default.

  • The one- and two-week views are available at the Everything level.

  • The one-month view is available for Spaces, Folders, and Lists.

To select a time period:

From the upper-right, click the 1 week dropdown and make a new selection.
Note: The dropdown title will be whatever selection was last chosen.

Understand time periods

Scroll through weeks with the arrow buttons at the top of the view.

Tasks that span multiple days, weeks, or months:

Total level of effort is divided across all of the days, starting with the task's start date and ending on its due date. Work is represented by a bar graph comparing workload to capacity.

For example, for a task with an 8-hour time estimate that's scheduled for 2 days a workload of 4 hours will be displayed on each of those 2 days.

Screenshot showing a time estimate stretched over two days in Workload view.

Tip: To show the tasks, click into the assignee's row in the calendar. You can click into the task to open it in Workload view!

Weekends:
By default, weekends have 0 capacity. Tasks scheduled partially or fully over days with 0 capacity will not have any details.

For example, this task is scheduled across 3 days. Since one day has 0 capacity, the effort is split between the 2 days that have capacity.

Screenshot showing a time estimate stretched over three days in Workload view.

If a task is put only on a day with 0 capacity, it is highlighted red like any other overdue day.

Group by

You can group by assignee, status, tags, priority, List, or one of your Workspace's Custom Fields:

  • Assignee: View assignee, capacity, and day so you can quickly reallocate tasks when needed.

    • If you have tasks assigned to multiple people, tasks will display once for each person.

    • There is still only one task and any changes update everywhere.

    • You can also drag tasks from one assignee to another.

Tip: When grouping by assignee, click on either button below assignee's name to see unscheduled or overdue tasks.

Screenshot showing 'Unscheduled tasks' and 'Overdue tasks' in a user's profile.
  • Other groupings: Workload bars will not display because these groupings don't show capacity.

Display tasks

To display tasks:

  • Click an assignee's workload bars.

  • Tasks appear beneath.

  • Click again to hide them.

Screenshot of tasks being individually displayed in Workload view.

This is handy for assignees who are over capacity. You can easily drag tasks to reschedule, reassign, or unassign.

Display out of view tasks

Unassigned, overdue, unscheduled, and no estimate tasks won't display in the main view.

Unassigned:

Unassigned tasks have their own group at the bottom of the view. Tasks must be scheduled within the visible period to display here.

Overdue, unscheduled, and no estimate:

These tasks display in the right sidebar of Workload view:

  • Overdue: Tasks out of view because they weren't completed on time.

  • No estimate: Tasks out of view because level of effort hasn't been estimated.

  • Unscheduled: Tasks out of view because they haven't been scheduled.

When the right sidebar is collapsed, the total of these tasks display. Click to expand and see them separately. Reschedule tasks by dropping them into the Workload view.

Create and add tasks

You can create new tasks or add existing ones.

New tasks: Create new tasks by clicking anywhere in your Workload view!

Existing tasks: Drop existing tasks into the view. Drag from either end of the task to change the duration.

Filter your view

From the top of the view, click the Filter button to focus on tasks by assignee, status, or due date.

Customize your view

Other options for customization are available from the Show button in the upper-right.

  • Color tasks by: Choose to display tasks in the color of their List, status, or the color of their value for a dropdown Custom Field.

    • You must have Custom Fields enabled. Tasks with a dropdown or label Custom Field must be set up with colors.

  • Always stay on this date: Enable to return to a specific date each time.

  • Send notifications: Disable to reduce notifications.

  • Include rollups: Include subtask rollups of points or estimates when determining individual Workload.

    • Most useful when all subtasks are performed by a single person assigned to the primary task.

  • Show future recurring tasks: Include future recurring tasks when planning your schedule or roadmap!

  • Weekends: Useful when no one on your team works weekends.

  • Subtasks: Enable to see subtasks in the main Workload view.

  • Closed tasks: Show all of your closed tasks. Disable if loading very large views.

  • Location: Know where each task is in your hierarchy.

  • Parent names: See where each subtask is from.

  • Assignees: Handy when not already grouping by assignee.

  • Tasks in Multiple Lists: Show tasks in multiple Lists.

  • Subtasks in Multiple Lists: Show subtasks in multiple Lists.

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