Team Calendar & Workload
Two pages show how busy people are, so leads can see who can take new work before they assign it:
- Team Calendar (
/team-calendar) — each person's week, day by day, with the work booked on each day. - Workload (
/workload) — the same numbers as occupancy per person, with totals, hours by project, suggestions and a CSV export.
Both are in the sidebar and link to each other.
Occupancy
Occupancy = booked hours ÷ available hours.
- Available hours are the person's working hours (company business hours or their own) minus public holidays and approved leave. Breaks are already taken off.
- Booked hours are the work with a time on it, counted on the day it happens:
| Kind | What counts | Hours used |
|---|---|---|
| Project work | Open tasks on open projects, assigned to the person, with an estimate | The remaining hours (estimate − logged), spread over the person's working days from the task's start to its due date, in proportion to each day's available time. Work that is overdue or already started is spread from today. |
| Tasks | CRM tasks assigned to the person with a due date | The task's Estimated Minutes, or its type's default duration |
| Meetings | CRM tasks of a Meeting or Call category type, and project meetings the person attends | Estimate / default duration; project meeting length |
| Appointments | Meeting tasks created by confirmed appointments | The estimate the team lead confirmed (meeting + buffers + preparation) |
Task types marked Not in workload in Task Settings are left out. Tasks without an estimate whose type has no default duration count as zero. CRM tasks count on their due day whether or not they are completed, so a past week shows what was booked.
Status bands
| Occupancy | Status |
|---|---|
| Under 60 % | Underused |
| 60–85 % | Healthy |
| 85–100 % | High |
| Over 100 % | Overloaded |
| No available hours | No hours (for example, on leave all week) |
Who You Can See
| You are | You see |
|---|---|
| An admin, or have Settings → Edit | Everyone |
| Anyone else | Yourself, the people you lead (as manager, team lead or department head) and the members of your own teams |
Use the Team filter to narrow the view to one team.
Team Calendar
Open Team Calendar from the sidebar. It shows one week: Monday to Friday, plus Saturday and Sunday when anyone works or has work booked on them. Use the arrows to move a week, or This week to come back. Today is highlighted.
Each row is a person, and each cell is a day:
- Coloured chips for each piece of work — Project work, Tasks, Meeting and Appointment — with its hours. Click a chip to open the task, appointment or project.
- Grey for Time off, with the leave type, and the holiday name on public holidays.
- The day's booked hours against its available hours. A red outline and the hours over mark a day booked beyond the person's hours (Over the day's hours).
On the side:
- Who can take new work — people with the most free hours first.
- Time off this week — leave already removed from capacity.
- Appointments to confirm — client requests waiting for a host.
New appointment takes you to the Appointments page (if you can create appointments).
Workload
Open Workload from the sidebar. It covers one week, with the same week arrows and Team filter.
Summary tiles
| Tile | Shows |
|---|---|
| Team occupancy | Booked ÷ available for everyone shown |
| Above 85% | How many people are high or overloaded this week |
| Free hours | Available hours not yet booked, for everyone shown |
| Appointments & meetings | Time on calls this week |
Occupancy by person
A row per person with their Capacity, Project work, Appointments, Meetings, Tasks, Time off, Booked, Free and Occupancy with a coloured status bar.
Hours by project this week
Project work only (project tasks and CRM tasks linked to a project), largest first, with how many people work on each. Appointments and meetings are left out.
Suggested actions
Suggestions worked out from this week's numbers. You decide — nothing is changed for you. There are three kinds:
- Move — Move about N h of work from A (95 %) to B (40 %), starting with Project X. Suggested when someone is over 85 % and someone else is under 60 %, in whole hours. Reassign tasks opens the project.
- Give the next piece of work to the person with the most free hours, when they have 8 hours or more free.
- Hold new assignments for people at 80–85 %.
Click Dismiss to hide a suggestion.
Export
Click Export CSV to download the week (workload-<week start>.csv): person, job title, capacity, time off, holidays, available, project, appointments, meetings, tasks, booked and free hours, occupancy % and status.
Tips
- Put estimates on tasks. Tasks with no estimate and an untimed type add nothing, so the person looks freer than they are.
- Keep project task estimates and logged time up to date — project work counts only the remaining hours.
- Record leave in Time Off, so capacity drops on those days. Pending leave doesn't count until it is approved.
- If someone always shows as overloaded, check their working hours — a part-timer on full company hours looks underused, and the opposite.
Related: Time Off · Appointments · Business Hours