Resources in the organization

The Resources module shows people’s workload across all projects of the organization and their capacity. The workload comes from task effort split between owners (see Resources in the project).

The full view — all people, the view switch and the filter — is available to users with the Resources module permission and to department managers. Other users see only their own workload. Capacity can be changed by users with a Full licence who have the module permission and are a department manager or the person’s line manager.

Organization resource workload

The table shows people and their workload on a timeline. Above the table, set the month, the scale (day, week, month), the view (see Workload by department and project) and the unit: Hours, Percentages or Tasks. The cell colour shows whether the workload fits the person’s capacity.

Resources module with the people workload table, filter, view, month, unit, export and settings

The Filter button (in the User and User > Project views) narrows the table to selected people and departments. In the Settings menu, switch on:

Untracked projects — workload from projects whose statuses are not counted (see Resources module settings),
Deleted users — people removed from the organization who still have work assigned.

Your browser remembers the view settings for your next visit.

User workload

Expand a person’s row to see which projects and tasks their workload comes from. In the User > Project view, each person’s workload is already split by project. Hover over a cell to see the workload and capacity for that period.

Workload by department and project

The view decides how the rows of the workload table are grouped. The view list opens from the button with the current view name (User by default), next to the Filter button:

User — one row per person,
User > Project — each person’s workload split by project,
Department — the total workload and capacity of a whole department,
Department > User — departments with their members underneath,
Department > User > Project — the full breakdown from department down to project,
Department > Project — a department’s workload in each project.

Open list of views in the Resources module: User, User srcset= Project, Department, Department > User, Department > User > Project, Department > Project” width=”1024″ height=”608″ />

People who do not belong to any department are shown in a separate row. The unit (hours, percentages or number of tasks) and the time scale (day, week, month) are chosen independently of the view.

Note: the view list is available to users with the Resources module permission and to department managers. Everyone else sees only their own workload. If your organization has no departments, only the User view is available. Departments are set up in Organizational structure.

Exporting the workload

The Export button saves the workload as a PDF or PNG (the view as on screen) or as an XLSX file. The XLSX file covers the whole date range selected in the table, with the current view and the Untracked projects and Deleted users settings.

Default user capacity

Capacity is the number of hours (or MD) a person can spend on work on each day of the week. Click the capacity icon in a person’s row to open a window with their capacity in the Calendar or List view. The button with the current capacity (for example Mon–Fri: 8) opens the editor:

the Default capacity row — values for each day of the week,
further rows — periods with a different capacity, for example part-time work in selected months.

Default capacity window with hours for each weekday and the button to add a period

Periods cannot overlap — otherwise you see Capacity exception date ranges cannot overlap. Capacity affects how effort is spread over days and the workload colours.

Capacity exceptions

To add a one-off change of capacity — a holiday, training, a day off — click Add exception in the person’s capacity window. In the Capacity exception window, enter the Name, the From and To dates and the capacity Hours for those days (0 means absence). The exception appears in the person’s capacity calendar and list.

Capacity exception window with the name, From and To dates and hours

If your organization is connected to the Outlook calendar, all-day absences from the user’s calendar are added to their capacity automatically (see Resources module settings and Microsoft Entra ID integration).

Organization days off

Days off for the whole organization — public holidays — are set in System settings, on the Resources tab, in the Days off section (the Calendar or List view). When you add a day off, enter its name and the From–To dates. Repeat every year sets it for every following year.

Day off window with the name, dates and the Repeat every year option

No effort is spread onto days off, and people’s capacity on those days is zero.

Resources module settings

The module is configured in System settings, on the Resources tab:

switching the module on — switching it off does not delete data, it only hides the Resources tabs,
Allocation counting — the Project statuses whose work counts towards the workload, and Include archived projects,
Units — H (hours) or MD (man-day). Changing the unit converts all time values in the system, so it needs confirmation,
Allocation calculation method — see Effort recalculation when adding owners,
Outlook calendar connection — shown when your organization is connected to Microsoft Entra ID. All-day absences from users’ calendars are added to their capacity. Disconnecting removes the imported absences,
Days off — see Organization days off,
Permissions — who has the Resources module permission.

Resources module system settings: allocation counting, units and calculation method