Use case: You run several client projects at once and need to see who is working on what this week. The workload view puts every team member on a calendar, shows how many hours each person has scheduled against their capacity, and lets you move work around before anyone is overbooked.
How to turn on the workload view
Go to Settings > Modules and extensions > Requests.
Turn on Workload view. This also adds two fields to every request: Time estimate and Start date.
Click Save changes.
How to open the workload view
Go to Requests.
Open the view dropdown on the right (it shows List or Kanban) and choose Workload.
The same view is available on the dashboard. Portal admins, admins and team members can use it; clients never see it. If the Access all requests setting is off for team members, each team member only sees their own row.
Reading the workload view
Each row is a team member. Next to their name you see the hours scheduled for them in the selected period against their capacity (for example 17.9/40h). The cells show how many hours are scheduled per day, and the colored bar fills up as the day gets busier. Weekends are shaded.
Use the date selector (This week with the arrows) to move between periods.
Use the Days / Weeks / Months dropdown to zoom in or out.
Click the arrow next to a team member to expand their row and see their requests as cards on the calendar. The two icon buttons above the names let you Expand all / Collapse all rows and Show empty groups / Hide empty groups (team members with nothing scheduled in the period).
Use Filters to narrow the view down, for example to one client or status.
Daily capacity
Hover over a day to see that member's Daily capacity, how much is Scheduled and the Remaining capacity. When a day is overbooked the tooltip shows Overcapacity instead.
How to set a team member's weekly capacity
Capacity is 40 hours per week unless you change it. Daily capacity is the weekly capacity divided by five working days.
Click the hours badge next to the team member's name (for example 17.9/40h).
Under Weekly capacity, enter the maximum hours per week for that person (between 0.5 and 168).
Click Save.
Portal admins and admins can change anyone's capacity. Team members can change only their own.
Planning work on the calendar
Move a request: drag its card left or right to shift its start and due dates. The length stays the same.
Change the dates: drag the left or right edge of a card to change the start date or the due date.
Assign a request to someone: in an expanded row, click an empty spot on the day you want. Search for a request and pick it to assign it to that team member from that day. This needs access to all requests and permission to edit request assignees.
Quick actions: hover over a card to change its status or assignees, open it in a new tab or copy its link without leaving the view. Click the card to open the request.
Time estimates and member allocations
A request's time estimate is how long you expect it to take. You can split it between the assigned team members, and the workload view uses those allocations to fill each person's calendar.
Open a request and click the value next to Time estimate (in the request summary or on the Details tab). You can also click the hours shown on a card in the workload view.
Enter the total hours.
Under Member allocations, enter how many hours each assigned team member gets.
Click Save changes.
The total can't be lower than the hours you've allocated. You can also set the start date and due date from Dates on the request.
Show time estimates to clients (optional)
By default only your team sees time estimates. To show them to clients, turn on Time estimate client access under Workload view in Settings > Modules and extensions > Requests. Clients then see the total Time estimate on their requests. They don't see member allocations and they can't edit the estimate.
FAQ
Can clients see the workload view?
No. Only portal admins, admins and team members can open it.
Why does a team member only see their own row?
When the Access all requests setting for team members is off, team members can only access requests assigned to them, so they only see their own workload.
Do changes made inside a request show up in the workload view?
Yes. Dates, assignees and time estimates you change on the request are reflected in the workload view.
Does the workload view track progress?
No. It's for planning and capacity. To record the time actually spent, use time tracking.