1. What is a workload?

The workload feature shows whether a role or team still has capacity for further projects, is already at full capacity, or is overloaded.

Team workload includes the total capacity of all team members on the team board, regardless of role.
The role workload includes the total capacity of a role across all team boards.
Workloads are calculated per week.
Green bars show available capacity.
Blue bars show booked capacity.
Red bars show overbooked capacity

2. How are team and role workloads calculated in portfolio view?

The total capacity of a team or role is calculated from the available and booked hours of the employees
The available capacity shows how many hours in the week your team is free to work
The booked capacity shows how many hours in the week your team is already working on a task
Example 1:
- A team or role consists of 10 employees, each with a full-time working time model (8 h per day)
- The total capacity of this team is 400 hours per week
- If there are absences or holidays in a week, they are subtracted from the total capacity: If a staff member is on holiday in this week, the total capacity is only 360 hours
- If employees are assigned to tasks, the booked hours are subtracted from the total capacity: If 200 hours are booked in a week (booked capacity), the team or role is only available for 160 hours (available capacity) with a total capacity of 360 hours.
Example 1.1:
- Now you have other projects to which the team is assigned
- The project requirement this week for project X is 80 hours and for project Y 100 hours
- This means that a total of 180 hours are still needed for this team
- The available capacity was 160 hours, with the project demand of these 2 projects you now have 0 hours available capacity, 380 hours booked capacity and 20 hours overbooked capacity

3. Where and how can I view my team or role workloads

Open the Portfolio view in the main navigation bar
Open the Timeline tab and switch on the workload toggle in the upper toolbar
From the dialog box found in the bottom workload area, select the teams or roles whose workloads you want to view.
Click out of the dialog box to update your selection

Tip: Click on the capacity bar to get more information on the workload distribution

3.1 Switch between teams and roles

You can switch between teams or roles when highlighting or viewing workloads.

For highlighting: Click on the Highlight drop down menu in the top tool bar and select the three dot menu from the dialog box

For viewing workloads: Click on the Teams or Roles drop down menu at the bottom workload area and select the three dot menu from the dialog box

3.2 Consider Scenario Capacities

To view scenario projects, use the filter options to display them.
Open the Workload Dialog: Click on the Teams / Roles drop down menu in the bottom workload area.
Enable Scenario Capacities: Click the Show Scenarios toggle at the bottom of the dialog.
1. When enabled: Scenario project capacities are included in the utilization calculation.
2. When disabled: Scenario project capacities are excluded from the calculation.

Note: If the Show Scenarios button is enabled, only scenario project capacities are considered in utilization calculations, but the projects themselves will not appear in the project list.

4. Highlighting teams or roles in projects

In order to better plan and manage capacity, highlight where specific teams or roles are placed within project timelines. To easily schedule and modify projects, drag & drop project timelines where capacity is available.

Click Highlight in the upper tool bar
Click the three-dot menu to switch between teams or roles
Select the teams or roles you want highlight
Click out of the dialog box to display your selection
Highlights are displayed within project timelines, with different colors corresponding to the teams or roles selected.

Note:

Highlights are shown in multiple colors.
Hovering over highlights shows a tooltip displaying the name of the team/role.
Colors of the roles are defined in the resource settings. (Go to Manage organization > Your organization > Resource settings > Roles > Open the three-dot menu of the role > Edit role and select a color.
Colors of the teams are defined in the Team Board > See here

4.1 Sort projects by highlighted teams or roles

Projects can be sorted by the highlighted teams or roles selected. Sorting is based on the start of the capacity requirements.

Open the Highlight drop down menu in the upper toolbar
Activate the Sort by selection toggle at the bottom on the dialog box
Click out of the dialog box to update your selection

Note: This sorting is only available if you have selected one or more roles or teams to highlight capacity requirements.

5. How can I distribute overbooked hours?

The Distribute overbooking function allows overbooked team or role capacities (red bars) to be distributed into future weeks with free capacity (green bars). This visual adjustment helps in managing workloads more effectively.

To activate:

Navigate to the Portfolio Timeline and open the workload dialog.
Select the Teams or Roles you want to display.
Toggle on Distribute overbooking, underneath the Show Scenarios toggle.

Visual Changes:

When the toggle is activated, overbooked hours (red bars) are projected into the next available green capacity bars:
Green bars turn into striped blue bars as capacity is consumed.
Overbooking (red bars) remains visible to show where the overload originated.

Color Codes:

Green: Available capacity.
Blue: Allocated (booked) capacity
Red: Overbooked capacity.
Striped blue bar: Preview of where overloaded hours will be shifted.
Striped red bar: Preview of the where the overbooked hours will be removed from

Notes:

If no free capacity is available in the near future, overbooked hours are shifted further ahead until free space is found, even if years later.
Overbooked hours from the past (left of the present line) are also calculated in the shift.
Real numbers remain visible in the workload-bar popup dialog, regardless of toggle status.
Overbooking toggle is only a suggested visualization. Real capacity of ream/role is not affected