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How can I view my team and role workload?
How can I view my team and role workload?

What is a team / role workload? Where can I view the workload?

Meltem Akarsu avatar
Written by Meltem Akarsu
Updated over a week ago

In this article you will learn:

1. What is a workload

  • The workload shows you whether a team or role 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

  • Workload is calculated per week

  • You see a green bar for available capacity.

  • You see a blue bar for booked capacity

  • You see a red bar for overbooked capacity

2. How to calculate the team/role workload in the 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 you can view your team and role workload

  • Open the Portfolio view in the main navigation

  • Open the Timeline tab and switch on the workload in the upper area

  • In the lower area, the workload view opens with a dialog

  • In the dialog, select the teams whose workload you would like to view and click out of the dialog so that the selection is loaded

  • Click on the capacity bar to get more information in a separate dialog

Switch between role and team

  • Open the workload dialog by clicking on Teams

  • In the lower part of the dialog you will see a Group by Teams button

  • If the button is selected, teams are displayed in the dialog

  • If the button is deselected, roles are displayed in the dialog

Highlighting the roles in the projects

In order to better plan capacity and, if necessary, compensate for capacity overload or underload, you can show for projects at which time in the project which role is needed. In this way, Allex makes it quick and easy to schedule new projects by drag & drop or reschedule existing projects taking into account the available capacity.

  • Click on Highlight in the upper area

  • In the dialog, select the roles you want to view

  • Click out of the dialog so that the selection is displayed

  • For each project bar, it is now displayed in dark blue for which period a task with the corresponding role booking is planned in the project

4. What happens next

  • For a better overview, you can filter projects or use project scenarios to plan future projects or orders

Often questions about "How can I view my team and role workload?" come along with questions about:

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