Managing Team Capacity with the Workload View

The Workload view in IntoAEC helps project managers monitor team capacity, track daily task allocations, and balance workloads across project schedules. It provides a timeline-based view of assigned working hours, making it easier to identify available team members and prevent over-allocation.

Where to Find the Workload View

1. Open the required project.

2. Navigate to the Workload tab.

3. View the workload grid to check team members’ daily allocations and assigned schedules.

What You Can Do Here

View Team Workload

The Workload view displays team members and their assigned schedules in a timeline-based grid.

• Resource List – View organization users or team members assigned to project work.

• Expand / Collapse – Click the dropdown arrow beside a team member’s name to view or hide their assigned schedules.

• Daily Allocation Grid – View the working hours allocated to each team member for each day.

• Daily Workload Summary – Check the total hours allocated to a team member across their assigned schedules for each day.

Understand Working Capacity

Workload calculations use the applicable working hours and schedule timings to determine daily allocations.

• Organization Working Hours – Defines the daily working capacity configured for the organization’s workers.

• Project Working Hours – Defines the working time window for project activities.

For example, if the daily working capacity is 6 hours, a team member assigned 6 hours of work has reached their daily capacity.

Understand Task Allocation

When multiple workers are assigned to the same schedule, the scheduled working hours are divided equally among the assigned workers.

Example:

A schedule requires 6 working hours per day.

• 1 worker – 6 hours per day.

• 2 workers – 3 hours per day for each worker.

• 3 workers – 2 hours per day for each worker.

• 4 workers – 1.5 hours per day for each worker.

The allocation is distributed across the assigned workers while the schedule’s planned start and end dates remain unchanged.

For schedules that start or end partway through a working day, the allocated hours may be prorated based on the applicable time period. For example, a schedule running from 2:44 PM to 4:00 PM covers 1 hour and 16 minutes, equivalent to approximately 1.27 hours.

Understanding Workload Colors

The daily workload cells use colors to help you understand a team member’s capacity.

• Green – Within Capacity: The total assigned hours are within or equal to the configured daily working capacity.

• Red – Overloaded: The total assigned hours exceed the configured daily working capacity. Review the allocations to determine whether work needs to be redistributed.

• Light / White – Available Capacity: The team member has remaining capacity for additional work.

Example:

If a team member has a daily capacity of 6 hours:

• Two schedules of 3 hours each total 6 hours, so the workload is within capacity.

• If an additional 1-hour schedule is assigned, the total becomes 7 hours, exceeding the daily capacity.

How to Edit Daily Workload Hours

You can adjust the allocated hours for a specific team member and day directly from the Workload view.

1. Expand the team member’s row using the dropdown arrow beside their name.

2. Locate the required schedule or task row.

3. Click the daily cell you want to update.

4. Enter the new working hours.

5. Press Enter or click outside the cell to save the change.

Important Notes:

• Editing a daily cell updates the allocation for that specific day and team member.

• Changing allocated hours does not automatically change the schedule’s planned start date, end date, or duration.

• If the updated allocation causes the team member’s total daily workload to exceed their configured capacity, the summary cell displays the overload indicator.

Frequently Asked Questions

Why is a workload cell red when the team member has only one schedule?

The team member’s daily allocation may exceed their configured working capacity. Check the hours assigned to the schedule and any other allocations for the same day.

Does changing workload hours change the project timeline?

No. Editing daily workload hours changes the allocation for the selected day and team member. The schedule’s planned start date, end date, and duration remain unchanged.

What happens when a team member is removed from a shared schedule?

When a team member is removed from a schedule assigned to multiple workers, the remaining allocation may be redistributed among the remaining assignees. The schedule’s planned duration remains unchanged.

Need Further Assistance?

If you notice unexpected workload allocations or capacity warnings, contact your organization administrator or reach out to the IntoAEC support team for assistance.