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Use Teamwork’s resource-planning tools in two stages: set up accurate people and availability data, then use Planning → Workload to balance dated tasks and Planning → Schedule to reserve capacity for upcoming work. The Workload Planner focuses on task-level assignments; the Schedule supports broader allocation and demand planning. What appears and who can manage it depends on permissions and, for the Schedule’s People view, the plan.
Set up reliable resource data first
Capacity views are only as useful as the information behind them. Teamwork’s setup guidance cautions that capacity figures can be inaccurate if working hours are not configured. Before planning, check each person’s profile and the availability data your team uses.
- Add the people to be planned and assign consistent roles. Add skills when they help match people to work.
- Set working hours for each person so available capacity reflects their schedule.
- Record unavailable time, such as holidays and other time away, so it is not mistaken for open capacity.
- Organize people into teams if managers need to filter capacity by delivery group.
- Set cost and billable rates or utilization targets only if financial forecasting, profitability, or utilization reporting is part of your process.
For setup details, see Teamwork Academy’s guide to roles, availability, and rates.
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Use Workload Planner for near-term task capacity
Open Planning → Workload, select a week or month range, and expand a person’s row to inspect the tasks and unavailable time affecting their workload. Use the available filters to focus the review, including options for logged time and completed tasks. Teamwork documents the Planner as a view of scheduled work compared with users’ working hours, adjusted for unavailable time and selected filters.
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Tasks generally appear when they have dates in the selected range and the viewer has permission to see them. If a task or person’s load is missing or looks unexpected, check the date range, task dates, visibility permissions, working hours, unavailable time, and active filters. The Workload Planner overview explains its calculations and display.
How task estimates are distributed
Teamwork says an estimated task’s time is divided evenly across the days between its start and due dates unless you manually split the estimate in the Planner. For example, Teamwork’s documentation illustrates an 8-hour estimate across four days as 2 hours per day. In this view, if a task has a due date but no start date, the due date is used as its start date.
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Assign unplanned work and rebalance dates
Once you can see the current load, use the Planner to place eligible unassigned work and adjust assignments. Teamwork’s documented controls include dragging tasks from Unplanned tasks to a user’s row, moving tasks horizontally to shift dates, and adjusting duration from a task’s edge. For work that should not be distributed evenly, use Split capacity to change the daily or cross-user allocation.
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- Open Unplanned tasks and find work available to you.
- Drag a task onto the intended person’s row, then shift its dates or adjust its duration as needed.
- Use Split capacity if the estimate needs an uneven distribution across days or people.
- Review the person-level timeline and agree on priority trade-offs with the team before adding more estimated work.
The Using the Workload Planner guide covers its views, filters, and editing controls. Client users and collaborators cannot access Workload Planner, so confirm the viewer’s role before making it part of a shared planning process.
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Use Schedule allocations to forecast broader demand
Open Planning → Schedule when you need to reserve capacity for types of project work before every task-level detail is finalized. Allocations represent blocks of time for project needs; they help you consider upcoming demand alongside capacity, timelines, budgets, and financial outlook.
Use the Projects perspective to plan work in project groupings. The Schedule also has a People perspective for reviewing allocations across individuals, but Teamwork’s Schedule introduction documents that view as available on Scale plans. You can include unavailable time and use tentative projects or role-based placeholders when demand needs to be represented before a project is confirmed or a specific person is known.
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Schedule management requires administrator status or resource-scheduling permissions. Check the account’s current permissions and plan availability before building a workflow around a particular view. Teamwork’s Resource Schedule introduction describes its perspectives and building blocks; its allocation guide explains creating and managing allocations.
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Keep task workload, allocations, and utilization distinct
Workload Planner task estimates, Schedule allocations, logged time, and utilization are related planning signals, but they are not interchangeable measures. Interpret a view according to its inputs and filters: a task estimate describes planned task effort, an allocation reserves capacity for project work, logged time records time, and utilization reporting depends on the data and definition used by the account.
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Teamwork lists utilization reporting and planning overview among its resource-management tools, but those feature descriptions do not establish that any particular utilization level improves profitability or prevents burnout. For a broader feature outline, see Teamwork’s resource management overview.
Choose the right planning view
| Planning need | Workload Planner | Resource Schedule |
|---|---|---|
| Level of detail | Dated tasks and user workload | Higher-level allocations and project demand |
| Primary question | Who has capacity for this near-term task work? | How should capacity be reserved across upcoming work? |
| Key inputs | Working hours, task estimates and dates, unavailable time | Allocations, unavailable time, projects, and potentially tentative demand |
| Documented changes | Assign tasks, move dates, adjust duration, or split capacity | Create and manage allocations |
| Access considerations | Client users and collaborators are excluded | Management requires administrator status or resource-scheduling permissions; the People view is documented for Scale plans |
These distinctions follow Teamwork’s documentation for the Workload Planner, its use and controls, the Schedule, and resource allocations. Teamwork support pages cited here were modified July 7 or July 22, 2026; verify current plan packaging and access in your account because product permissions and features can change.
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