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Workload Management

Workload management helps you visualize how tasks are distributed across your team. By comparing assigned hours to available capacity, you can avoid overbooking, balance workloads, and ensure smoother project execution.

In TeamBoard ProScheduler, workload is calculated by comparing:

  • Scheduled hours: The total number of hours assigned to a resource for specific tasks.

  • Resource capacity: The maximum number of hours a member is expected to work in a day or week (e.g., 8h/day).

To configure and manage resource capacity across your organization, go to the  Working Capacity section in App Settings.

Viewing workload

How to enable workload view

  1. Navigate to the Schedule Board from the tab bar.

  2. In the upper-right corner, click to turn on the workload view.

managing workload.jpg

Workload view mode

You can configure the workload view to display either hours or percentages, based on your preference, to better track and manage task allocation.

To configure how the workload mode is displayed on the Board, go to the  Workload View section in General settings.

view workload by percentage.jpg
view workload by hour.jpg

Understanding the workload indicators

The color coding system helps you visually track the workload of each team member. By looking at the colors on the Schedule Board, you can quickly determine whether a team member is under-booked, fully booked, or overloaded for the day. Here's what each color represents:

RED INDICATOR: Overloaded Workload

The person has more tasks assigned than they can handle within a day. This indicates they are overloaded, and their workload exceeds their capacity for that day.

Example

Scheduled Hours: 10 hours of tasks are planned for the day.

Working Capacity: The daily capacity is 8 hours.

→ The workload cell will be red, showing 125%

Overloaded Workload.jpg

BLUE INDICATOR: Lighter Workload

The person has fewer tasks assigned than they can handle within a day. This indicates they are underutilized, and their workload is less than their capacity for that day.

Example
  • Scheduled Hours: 6 hours of tasks are planned for the day.

  • Working Capacity: The daily capacity is 8 hours.

→ The workload cell will be blue, showing 75%.

Lighter Workload.jpg

GREEN INDICATOR: Balanced Workload

The person has tasks assigned that perfectly match their available capacity for the day.

Example
  • Scheduled Hours: 8 hours of tasks are planned for the day.

  • Working Capacity: The daily capacity is 8 hours.

→ The workload cell will be green, showing 100%.

Balanced Workload.jpg

Tips for Managing Workload

tips for managing workload.jpg
  • Click at the top of the Workload Board to quickly view the workload of specific team members or groups. This helps you focus on individuals or teams that require attention.

  • Click to view planned tasks and easily reassign them when there is an overload or underload of workload.

  • Click member avatars to see their working capacity and manage task distribution effectively.

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