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.

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

What you'll need

• 60 uses of Workload view are included on the Free Forever Plan.
• 100 uses of Workload view are included on the Unlimited Plan. 
• Unlimited uses of Workload view are included on the Business Plan and up.
• The following actions 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 can set capacity for other users, while members can only set their own capacity.

  This view displays information according to your personal timezone preferences.

Add a Workload view

To add a Workload view:

1. In the Views Bar, click + View.

   • You can check the Private view box if you don't want anyone else to access this view.
   • You can check the Pin view box if you want the view to always display in your Views Bar.

2. From the Views modal, select Workload.

   • In the upper-right corner, you can use the Customize menu to customize and name the view. 

Track level of effort

There are four methods for tracking a task's level of effort.

To choose a level of effort:

1. In the upper-right of the Views Bar, click Customize.
2. From the Customize view modal, select Layout options.
3. Click Workload and choose one of the following options:

• 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! Currently, the Number and Dropdown Custom Fields are supported. 

  • Only Dropdown Custom Fields with number options can be used. No Custom Field option will display if there are no supported fields available in the location.

Set capacity

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

To set capacity:

1. In the left Assignees column under the assignees name, click the pencil icon.

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

   

   • Weekly capacity is divided evenly, leaving the weekends free.

     • By default, weekends are Saturday and Sunday. This can be altered in your settings.

   • 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.

ClickUp Teams are not available while using Workload view.

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:

• In the upper left below the Views Bar, click the Time period dropdown.
• The dropdown's label is whatever selection was last chosen. For example, Week, 2 weeks, or Month.

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.

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.

By default, weekends are Saturday and Sunday. This can be changed in your settings.

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.

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

Group

On Free Forever Plans, you can group by assignee. On Business Plans and above, you can also group by 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.

When grouping by assignee, click on Unscheduled or Overdue tasks below assignee's name to see the tasks.

• Other groupings: Workload bars will not display because these groupings don't show capacity.

Display tasks

Tasks are ordered by start date, with the earliest start date displayed at the top. Multiple tasks with the same start date are organized alphabetically.

To display tasks:

• Click an assignee's workload bars.

• Tasks appear beneath.

• Click again to hide them.

Nested subtasks from other Lists must be added to Workload view manually before they will be shown in the view. 

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 are available from the Customize button in the upper-right corner of the Views Bar.

Layout options: Expand Layout options to see the following settings:

• Workload: Select a method for tracking level of effort.

• 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.

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

• 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.

  • Include rollups is automatically enabled when showing subtasks in Workload view.
• Always stay on this date: Enable to return to a specific date each time.

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

  • Future legacy recurring tasks do not display in Workload view. Future legacy recurrences do not count toward anyone's capacity.
• Task locations: Know where each task is in your hierarchy.
• Subtask parent names: See where each subtask is from.
• Closed tasks: Show all of your closed tasks. Disable if loading very large views.
• Tasks from other Lists: Show tasks that have been added to multiple Lists.
• Subtasks from other Lists: Show subtasks that have been added to multiple Lists.
• Default to Me mode: Only show your own tasks by default. 

• Send notifications: Send notifications to watchers when dates change. Disable to reduce notifications.

• Move view: Remove this view from the current location and save it in another location.
• Duplicate view: Create a duplicate of this view. 
• Reset view to defaults: Restore view to default settings.

Customize view options: Collapse Layout options to see the following settings:

• Fields: Select the Custom Fields for your List. 
• Filter: Filter your List view to see only the information that you need. 
• Group: Choose how the tasks in the List should be grouped. 
• Subtasks: Choose how subtasks are displayed in the List. 
• Templates: Create or apply a template. 
• Autosave for me: Automatically save any view changes you make. The changes will be visible to everyone with access to the view. 
• Pin: Pin the view. 
• Private view: Make a view private. 
• Protect view: Prevent view settings and preferences from being changed. 
• Set as default view: Make the this a default view for all Workspace members. 
• Copy link to view: Copy the List's link. 
• Add to favorites: Add the List to your Favorites.
• Delete view: Send this view to the trash. Workload view cannot be restored from the trash.