Team workload calendar

The Workload view allows you to determine who’s working on what and what their week looks like at a glance. This helps you better plan for projects and ensure that the work is distributed evenly across your team.

One of the trickiest parts of managing a team of people is knowing what everyone is working on at any given time and distributing tasks evenly amongst the group. The Workload view in was created to address the complexity of this and help remove the guess work.

FYI: The Team Workload Calendar is available as part of our Pro plan. To learn more about what each of our plans include, check out our help doc here

To access this view click “Workload” In the navigation bar.

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In this view, you have the ability to view your teammates’ tasks in three ways: the Calendar view, the Days view and the Weeks view.

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The Calendar view is available to all users, whether you’re on a Pro or Standard plan. It allows you to see your teammates’ scheduled tasks on a conventional calendar view or in a list sorted by person. To toggle between the two, just click the ‘v’ next to the calendar/list link and select an option from the dropdown.

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The calendar view will show your team’s tasks in or across date cells; you can scroll up and down to view past or future dates. You can also create tasks directly on the date you want them to be due by hovering over a date cell and clicking the “New Task” link that appears.

Tip: You can also click the white space in the date cell to open a new task creation pane and to view all the tasks due that day.

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If you want to quickly edit the due date on a task, just simply drag and drop it to the new date. This will automatically update the task and notify any subscribers. 

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You can also create a timeline for a task by dragging the right or left side of the task card to a new date cell. This will stretch the task over a number of days and will add a start and end date to the task in the task pane.

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This list view contains the same data, but in list form. Like in the calendar view, you can quickly reassign tasks to other users by dragging and dropping them over another user’s section.

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In this and other Timeline views you can filter by team or workgroup by clicking the blue All Teams bar. To filter a team or workgroup out, just click the checkbox next to its name in the popover. Whenever you want to see it represented on the calendar again, just click that checkbox again.

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Days (Everything feature)

The Days view retains the straightforward calendar view, but further clarifies who’s working on what with the addition of an assignee sidebar on the left and a side-scrolling timeline calendar. The sidebar will show the user’s name and avatar, as well as the teams that they belong to.

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If a user is assigned a task during the period you’re viewing, it will appear on the timeline on the right (in line with their name/avatar). To view past or future dates just scroll to the left or right. You can see which dates you’re viewing at the top of the timeline.

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As with the Calendar view, you can quickly drag and drop to reassign tasks or to change their due date, start date, a and create new tasks in the date cell by clicking the New Task link. You can also drag and drop between users' sections in the days view to quickly reassign a task.

Weeks (Everything feature)

The Weeks calendar provides the same timeline view as the Days calendar but gives you an even higher level perspective, which is helpful for tasks that span more than a few days. Scroll down to see other users’ tasks and left and right to move forward or backward on the calendar.

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Like the other Timeline views, you can filter out particular teams and workgroups by clicking “Teams” in the sub-navigation and then clicking the checkbox next to the name to select/deselect.

Tip: You can also quickly filter by a specific project by holding Option on your keyboard while clicking the project name in the sidebar.

To access the Days and Weeks views you must be on the Everything plan. To learn more about the Everything plan and what it includes, head here. You’ll also be able to opt-in to Everything-only features during the free trial.

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