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How do I book resources and capacities?
How do I book resources and capacities?

What is a booking? How do I book a resource, a role or a team? Where can I view the booking or capacity?

Meltem Akarsu avatar
Written by Meltem Akarsu
Updated over 4 months ago

In this article you will learn:

1. What is a booking

  • Bookings are times during which work should be done on a task

  • A booking can be made for a team, role or resource

  • A booking has an impact on the capacity of a team, role or resource

  • Bookings can be made by task responsibles, users with editing rights for the task, and Team Board authorized users

2. How do I book a resource, a role or a team

Bookings can be created directly in the task focus card or in a team board.

Team Board:

  • Open the Timeline tab in a team board

  • Click and drag the mouse over the days to be booked:

    • at a resource to book a resource

    • in the top line Unassigned tasks to book the team

  • In the dialog, select an existing task from a project or create a new task

  • Click on Add task to add a booking

Focus card:

  • Open the focus card and scroll to the Team booking area

  • Click on the Add button to add a role, a team or a resource

  • The booked hours of the resources are displayed in the Booked (h) column

  • Booked hours are taken into account in the capacity of a team or role

  • Team and role bookings are taken into account in the capacity as soon as a budget value is inserted in the Budget (h) column

  • Example 1 for capacity calculation

    • The team Construction is budgeted with the value 80h in the Budget (h) column

    • No resource is booked

    • For the team Construction, 80 hours are allocated in the capacity

  • Example 2 for capacity calculation

    • The team Construction is budgeted with the value 80h in the Budget (h) column

    • One resource from the team Construction is booked for 40 hours

    • 40 hours are allocated for the resource and 40 hours for the team Construction as the remaining budget in the capacity

  • Example 3 for capacity calculation

    • The team Construction is budgeted with the value 0h in the Budget (h) column

    • One resource from the team Construction is booked for 40 hours

    • For the team Construction, 40 hours are allocated in the capacity

  • The examples also apply to role booking (instead of team booking). In this case the booked hours are included in the role capacity.

3. Where can I see the booking or the capacity

Bookings can be seen in a task focus card or in the Team Board. The resulting capacity can be seen in the Team Board or in the portfolio timeline view.

The capacity of the roles or teams can be displayed in the portfolio view.

4. What happens next

You can now evaluate your team and role workload.

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