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).

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.

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.

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%

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%.

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%.

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Tips for Managing Workload

• 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.

Workload on non-working days

A non-working day is any day when a team member has no available working capacity (0 hours). This typically includes weekends, public holidays, or approved full-day leave, based on the member's configured working calendar.

You can control whether scheduled work on non-working days is included in workload calculations using the Exclude holiday hours from schedules setting.

👉 Go to App Settings → General settings → Exclude holiday hours from schedules

When enabled

Scheduled hours that fall on non-working days are excluded from:

• Workload view

• Reports

• Dashboard metrics

These hours are not included in workload calculations.

When disabled

Scheduled hours on non-working days are included in:

• Workload view

• Reports

• Dashboard metrics

Because the member has 0 hours of capacity on those days, any scheduled work is treated as 100% overallocated, making it easy to identify planning conflicts.