Use Teamwork’s Workload Planner to balance dated, task-level work in the near term, and its Schedule to reserve capacity for larger or less-defined future needs. First make sure people’s working hours, unavailable time, roles, and other planning inputs are accurate; otherwise, the capacity picture can mislead.
Set up reliable resource data first
Before planning, add the people whose work you need to manage and configure the information that determines their availability. Teamwork’s resource-planning setup guide covers roles, availability, and rates.
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- Set working hours: Configure each person’s work schedule. Teamwork warns that capacity figures can be inaccurate if working hours have not been set.
- Record unavailable time: Add holidays and other time away so the planning views do not treat it as available capacity.
- Use roles and skills consistently: These can help organize people and match the kind of work they can take on.
- Organize teams: Team groupings can make it easier for managers to focus on a delivery group.
- Configure rates when needed: Cost and billable rates are relevant when your planning process includes financial forecasting or profitability; they are not prerequisites for balancing task workload.
These inputs are the foundation for both person-level workload checks and higher-level allocation planning.
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Teamwork has two distinct planning views. The Workload Planner is for dated tasks and near-term workload; the Schedule is for allocations and broader project demand. The vendor describes the features in its Workload Planner overview and Schedule introduction.
| View | Best for | What you plan | Access note |
|---|---|---|---|
| Workload Planner | Checking who has capacity for near-term work | Dated tasks, estimates, and user workload | Client users and collaborators cannot access it, according to Teamwork’s usage guide. |
| Resource Schedule | Reserving capacity for upcoming work and comparing demand with capacity | Higher-level allocations, project needs, and unavailable time | Management depends on administrator status or resource-scheduling permissions. The Schedule introduction identifies the People view as available on Scale plans. |
Review near-term workload in the Workload Planner
- Open Planning → Workload.
- Select a week or month range that matches the work you want to review.
- Expand a person’s row to inspect their tasks and unavailable time. Use the available filters, including logged time or completed tasks, when those are relevant to the review.
- Compare scheduled work with the person’s working hours, taking unavailable time and the selected filters into account.
Tasks generally appear when they have dates in the selected range and you have permission to view them. If a task has a due date but no start date, Teamwork treats the due date as its start date for this view.
How task estimates are distributed
By default, Teamwork divides estimated task time evenly across the days between the task’s start and due dates. Its example is an 8-hour estimate over four days, shown as 2 hours per day. If the task should not be distributed evenly, manually split its capacity instead.
If the displayed workload looks wrong
- Check that the task has dates within the selected range.
- Confirm that you have permission to see the task.
- Verify the person’s working hours and recorded unavailable time.
- Review the selected filters, which can affect what appears in the view.
Assign and rebalance tasks
Once you can see the workload, use the Planner to place available unplanned work and adjust existing assignments. Teamwork’s Workload Planner usage guide documents these controls.
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- Drag a task onto a person’s row to assign it.
- Drag a scheduled task horizontally to change its dates, or drag its edge to adjust its duration.
- Use Split capacity when estimated effort needs a non-uniform daily distribution or must be divided across people.
- Recheck the person-level timeline after each change so the revised dates and workload are visible together.
When several priorities compete for the same capacity, agree with the team which work should move or wait before assigning additional estimated time. Moving a task changes the plan; it does not, by itself, resolve a priority conflict.
Forecast future demand in the Schedule
Open Planning → Schedule to plan above the level of individual task dates. An allocation reserves time for a type of project work or a project need before all task-level details are ready. Teamwork’s allocation guide explains creating and managing these allocations.
- Create allocations for the work or project needs that require capacity.
- Include unavailable time so the planned capacity reflects time people cannot work.
- Use project groupings to consider timelines and budgets.
- Where the account supports the People view, inspect allocations across people as well as through the project perspective.
- Represent uncertain future work with tentative projects or role-based placeholders when a specific person or confirmed project is not yet known.
Allocations let you compare demand with capacity and consider the budget or financial outlook before every task is defined. Use them as a forecast, not as a substitute for the task-level schedule in the Workload Planner.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Interpret utilization and workload figures carefully
Teamwork lists utilization reporting and planning overviews among its resource-management features on its resource-management product page. The figures a team sees can refer to different things: a task estimate is planned effort, an allocation reserves capacity, logged time records time entered, and utilization reporting reflects the data and filters used in that report. Do not treat these measures as interchangeable.
The vendor’s feature descriptions establish what the planning tools are designed to show; they do not establish that a particular utilization level will improve profitability or prevent burnout. Use the views to inform scheduling decisions alongside your team’s priorities and context.
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