Project resourcing answers "does this project's work fit?". This page answers the question that comes before it: "has anyone got room for this at all?"
It's the same allocations read the other way round. Instead of one project and everyone on it, you get a row for each member and every project they're on, so a week that looks quiet on the project you're staring at is obviously not quiet at all once the other four are counted.
Who can see it
Reading the grid
One row per person, one column per week. Each cell is shaded by how much of that person's capacity for the week is already committed: the fuller the week, the deeper the blue. A week that has gone past capacity leaves the blue scale altogether and turns amber, so being over-resourced reads as a different thing rather than as more of the same. The percentage in the cell is the number behind the shade.
A week nobody has scheduled anything into is left blank rather than shaded at zero, so the weeks that do carry work stand out at a glance. A workspace where nothing has been resourced yet gets an empty state pointing at Projects rather than a grid of empty rows.
Capacity is the working hours in the week, with bank holidays taken out of it. Booked leave works the other way: rather than shortening the week, it counts as time already committed, so the percentage is everything on that person's plate against the hours they have. Leave only counts when the absence type has Deduct from user resource and timesheet switched on, and only while the HR area is enabled for the workspace. Switch HR off and the grid still works, but it stops counting leave, so percentages read lower than the week really is.
That's why the same 24 hours of work can read comfortably in one week and over capacity in the next. Two days of leave puts 16 hours on the pile before any project work is counted.
A bank holiday doesn't raise a warning by itself. It has already made the week shorter, and flagging every allocation that happens to cross it would fire constantly, since hours spread evenly across a segment's days. It's named in the cell tooltip so a short week is explainable, and it's hatched on the leave row without adding hours of its own. The one exception is a week where bank holidays take every working day: capacity is then nothing, so any work scheduled into it is flagged.
Amber means the week is over 100%, whether that came from work, from leave, or from the two together.
A warning triangle marks a narrower case, and it's the one worth looking at: the work alone would have fitted, and it's the leave on top that takes the week past capacity. Nobody over-booked that person — their week got smaller. An amber cell without a triangle is straightforward over-booking.
Hover any cell for the hours behind the percentage.
The legend under the grid runs from under-resourced to over-resourced, and names the triangle case: leave takes this week over capacity.
Opening a person up
The collapsed row is the total. Expand a person with the chevron beside their name and you get the breakdown: one row per project they're allocated to that week, plus a row for their booked leave.
Your own leave is named, as long as it's a type members are allowed to see. Other people's leave is named only for Owners and Admins — everyone else sees the time blocked out without the reason, so a type kept private from the member stays private here too, including on their own row.
Project rows link straight through to the project, so going from "she's at 140% in week 3" to the thing causing it is one click.
Expand all and Collapse all at the top of the page do the whole list at once.
Moving around
The grid opens on last week, so the week just gone sits at the left edge and everything else runs forward from it.
- 13 wks, 26 wks and 52 wks set how far ahead the grid runs. Wider spans get narrower columns, so 52 weeks is for spotting shape rather than reading figures.
- The arrows at the top left move a week at a time.
- Go to current week brings you back.
- The current week is tinted, so it stays findable when you've panned away from it.
- The span you pick sticks for the rest of your browser session. Open the page in a new tab tomorrow and it is back to 26 weeks.
Teams longer than 30 people paginate at the bottom of the grid rather than scrolling forever. The count beside the pager tells you how many people you're looking at out of how many there are.
Narrowing it down
Search from the box in the header. It matches a person's name, or the rate card shown underneath it — the placeholder calls that their role, and it's what you see on the row, not their Owner/Admin/Editor role in the workspace. The filter panel beside it has two tabs:
- People — pick out the handful you're actually deciding about.
- Projects — narrow the grid to one project's commitments, or a few.
Filtering by project changes what the breakdown rows show, but a person's own total stays their real total across everything. That's deliberate: the point of the number is whether they have room, and hiding half their work would make a full week look free.
Use it before you promise a date
Where the numbers come from
Nothing on this page is entered here. It reads what's already been scheduled.
- The hours come from the resourcing segments placed on each project's resourcing calendar, not from Planning. Planned work that hasn't been scheduled yet doesn't appear.
- Archived projects are left out.
- Leave counts once it's approved, including leave that's since been asked to be cancelled but not yet decided, since the person is still expected to be off. A request still waiting on approval doesn't count towards anyone's week, and nor does any leave at all if the HR area is switched off.
- Capacity comes from the workspace's calendar configuration — the same working days and hours for everyone. Someone part-time is measured against a full week here, so read their percentage with that in mind.
If a figure here disagrees with a project's own Resourcing page, it's usually one of three things: another project you can't see from there, leave on an absence type that deducts, or a bank holiday.
The short version on your dashboard
Most resourced workspace members is the same data trimmed to the people who need looking at, sitting on your dashboard so you notice without coming here.