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Planview Customer Success Center

Work with the Workload Tool

Find Your Way Around the Workload Tool

The Workload tool includes a list of all members in the account (external users are not visible) and provides an overview of how much work each member has currently been assigned and how much work is planned for the near future.

It is available to account administrators and members that have been granted access to workload information on an account or department level. 

To open the Workload tool:

  1. Click the tool selector Tool selector.png in the top navigation bar, then click Workload.

The tool consists of two different views:

  • The Capacity view includes the workload from the time estimated on the cards assigned to members in relation to their capacity.
  • The Card view is based on the number of cards the member has been assigned.

Workload overview

  1. The List section includes a list of all members in the account. The associated columns will vary depending on the type of view that is selected: the Capacity view or the Card view.
  2. In the Timeline section, Capacity view and Card view offer two different visual overviews of the workload assigned to each member.
  3. Resize the timeline (or list) viewing area by clicking and dragging the handle resize-icon.png in the vertical separator bar to the right or left.
  4. To get a more comprehensive detailed workload for a single member, click the member's name to open the member's detail pane.
  5. The Workload Self Assessment is located next to the members' avatar/initials and is represented by a color, indicating if they feel comfortable  Slam factor - green.png (green) or under pressure Slam factor - red.png (red) with regards to their workload. The Gray Indicator.png gray indicator indicates that the user has not provided a workload self assessment. The Workload Self Assessment along with the information provided on the timeline, gives a clear view of who can take on more work and who is currently overwhelmed with too much work to do.
  6. Use the filter icon Filter Icon.png and search field to narrow down the results in the filter list.
  7. Select either Capacity view or Card view.
  8. Export the current Workload view to an Excel document.

The Capacity View

The Capacity view summarizes the amount of work a user has been assigned each week. The values are based on the relationship between the estimated time on the member's assigned cards and their weekly capacity. When there is a planned start date and a due date entered on a card, the workload effort is be distributed between these dates in the workload capacity view.



Time reported on cards will not affect the booked time calculation.


Cards with a due date will be calculated in the week they are due. Cards that are overdue, or have no due date, will always be calculated in the current week.

Workload Capacity view

  1. The Capacity is displayed to the right of the member's name and it indicates the number of working hours per week. Each member adds their capacity from their personal settings. 
  2. Booked time per week is presented as a percentage if a member has entered their capacity time, otherwise Booked time includes a total of estimated time in hours. There are three levels of work status: status_green.png  (green) 0 - 79%, status_yellow.png (yellow) 80 - 99% and status_red.png (red) 100% or above. (Only the primary assignee on cards factor into the booked time calculation; it is not split between co-assignees.)
  3. A warning icon warning-icon.png appears when the Booked time calculation could be incorrect. You will see the warning icon when cards do not include due dates and estimations, or are overrun (reported time exceeds the estimated time) during that week.
  4. When you hover over a week cell or time slot you will see more detailed information for that specific member’s workload for the selected week. You will also see the total estimated time on cards for that week and any eventual warnings.



    To see the current or present workload or to view the future workload, click and hold the mouse button and drag the cursor over the timeline. The timeline view ranges from the current week to up to one year from the current week.


The Card View

Workload Card view

  1. The List section of the Card view includes the number of cards that are overdueongoing, or planned for each member. It also shows the number of workspaces each member is involved in.
  2. Looking at the Timeline, green bars indicate where planned work is scheduled. A lighter shade of the bar indicates there is a single card while the darker shade of the bar indicates multiple cards during a specific period of time.
  3. A single card with a due date and no association to an activity in the Plan tool is indicated by a single day bar in the timeline.
  4. A single card without a due date and no association to an activity is indicated by a single day bar with today's date.
  5. If a card belongs to an activity, it will be represented by a bar that represents the duration of the activity (this is the implied work duration for that card).



    To see the current or present workload or to view the future workload, click and hold the mouse button and drag the cursor over the timeline. The timeline view ranges from the current week to up to one year from the current week.


The Members Detail Pane
Image showing a workload details pane  

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The graph in the member's detail pane indicates the workload trend for the selected member by including the amount of cards the member is assigned to during the previous 30 days. You can also review the member's workload self assessment with the designated background colors ( status_green.png comfortable or status_red.png under pressure) throughout the graph. Both of these Workload indicators can be helpful when trying to identify and predict the appropriate amount of workload assigned to each member.

The Assignments section details all of the workspaces and cards assigned to a selected member. When you place the cursor over a card, a window appears with additional workload details. You can also transfer assignments between members.

Filter and Search

By using the available filters from the left panel, the Workload list can be filtered by workload status, workspaces, or departments to see a subset of members, The example below, includes a list of members that currently have the self assessment set to  Slam factor - red.png (red) Under pressure in a particular workspace.

Image showing the filter being found to the left in the workload view 

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To search for specific members:

  1. Type the first few letters of the members name to find and select the desired member in the Search a member field in the toolbar.
  2. To clear the search – click the Search a member field and select the No selection option at the top of the list.

An image shows how you can search on a resource

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