The Planning page gives admins a bird's-eye view of the entire team's workload - who has too much on their plate, who has capacity, and where work needs to be redistributed. It's the go-to tool for capacity planning and keeping your team balanced week to week.
Admin access required. The Planning page is only visible to users with admin-level access.
How Capacity Is Calculated
Planning is built around budgeted time - the estimated number of minutes set on each task. A task's budgeted time is counted in the week that the task is due, so the Planning page reflects when work actually needs to be completed, not when it was created.
A few things to keep in mind about how the totals work:
Only incomplete tasks (Not Started and In Progress) are counted - completed tasks drop out of the totals automatically
Tasks must have both a budgeted time and a due date set to appear in the totals
As your team completes tasks throughout the week, the hours shown will decrease in real time - so a team member's allocation for the current week should naturally go down as work gets done
It's worth making sure your series have budgeted times on every task so the data is reliable from the moment a project is created.
Reading the Planning Page
When you land on the Planning page, you'll see a five-week view with the current week highlighted. You can navigate backwards to review past weeks or forwards to look ahead at upcoming demand.
Team Allocation
At the top of the chart is Team Allocation - the combined total of all outstanding budgeted task time across your entire team for each week. Because completed tasks are excluded, this number reflects the work that still needs to get done, giving you an accurate read on remaining demand rather than total assigned work.
Per-Person Breakdown
Below Team Allocation, each team member has their own row showing their total outstanding budgeted time per week. This is where you can spot imbalances - one person carrying significantly more than others, or an upcoming week where someone is heavily loaded while another is free.
Unassigned tasks - tasks with no assignee - appear as their own row so they don't get lost.
Drilling Into a Team Member's Week
Click on any team member to expand their view and see their workload broken down by client. Each client appears as a tile showing the number of tasks due that week and the total budgeted time for those tasks.
Click on a client tile to see the individual tasks within that project that are due that week, including each task's budgeted time.
Reassigning Work from the Planning Page
If you spot an imbalance, you can reassign work directly from the Planning page without having to navigate into each project individually.
From a team member's expanded view, click into a client tile to see the tasks due that week. Use the assignee dropdown to reassign all of those tasks to a different team member in one action.
Important: Reassigning from the Planning page updates all tasks due that week within that project for the selected team member. If you only want to reassign specific tasks rather than all of them, you'll need to go into the project itself and update those tasks individually.
Setting Budgeted Time on Tasks
If you're seeing gaps in your Planning data, it's likely because tasks are missing budgeted times. To add or update budgeted time on a task:
Go to the Projects page and open the relevant project
Navigate to the corresponding series (if work is repeating)
Click the task you want to update
Find the Budgeted time field and enter the number of minutes (e.g. 240 = 4 hours)
Save by clicking Update task
For the most accurate Planning view, set budgeted times at the series level so every project automatically comes with realistic time estimates.