Planning: allocate your team's weekly capacity and keep an eye on utilization
The Planning module shows how many hours your team has scheduled in a given week — per person, per day, or as a heatmap — and lets you place tasks onto free capacity. Unlike Sprints (multi-week goals) or Calendar (appointments), this module is entirely about weekly hours and utilization.
- You're signed in and your organization has the "Planning" module activated (Pro/Enterprise plan).
- Members need a weekly capacity (hours/week) on file so utilization can be calculated.
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Switch between Insights and Schedule
There are two tabs at the top of the module: "Insights" (the default view, utilization metrics and charts) and "Schedule" (the actual weekly view of people and tasks). The week navigator (left/right arrows, "Today" button) and the category filter apply to both tabs.
- 2
Choose between the three Schedule views
In the "Schedule" tab, switch in the top right between Timeline (tasks as bars spread across the weekdays), Cells (each weekday as its own column with tasks and hours per day), and Heat (a compact per-person, per-day utilization heatmap in percent).
- 3
Assign a task to the week
The "Assign" button in the top right opens a form with two modes: search for an existing task and schedule it, or create a brand-new task directly. Either way you set one or more responsible people, the weekdays (default Mon–Fri) and hours per day — the task's total estimated hours are calculated from that automatically.
- 4
Maintain capacity and time off per person
Clicking a person opens a detail popup: adjust their weekly capacity in 4-hour steps (the "Save" button persists the value via the API) and mark individual weekdays as "away" — this reduces effective capacity for the week without changing their stored default capacity. Below that, the popup lists all of that person's tasks for the week.
- 5
Work through urgent, unscheduled tasks
Below the Schedule view, an "Urgent & unassigned" panel appears when relevant: high/critical-priority tasks with no assignee or no week assigned. Clicking one opens the Assign form pre-filled with that task.
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Read utilization on the Insights tab
The four stat tiles show team utilization (a ring chart in percent plus booked/available hours), the count of overallocated people, the count of underutilized people, and the count of unscheduled tasks. Below that, a bar chart compares target vs. actual utilization per person, and a forecast chart shows average utilization for the next five calendar weeks based on recent history.
Capacity changes only persist after "Save"
The plus/minus buttons in the person popup only change weekly capacity locally in the view at first. Only clicking "Save" below the bar writes the new value via the API — without that click, the change is lost when the popup closes.
Time off is client-side only, for the current session
Weekdays marked "away" only reduce the effective capacity shown in the current view — there's no visible save mechanism for it, so the marking is transient and never becomes part of the weekly capacity stored via the API.
Weekdays only, no weekends
The Timeline, Cells and Heat views all consistently work with a 5-day week (Mon–Fri); Saturday and Sunday are greyed out in all three views and never count toward capacity or utilization.
No capacity on file means a meaningless percentage
If a person has no weekly capacity set, utilization is effectively calculated against 0 hours of capacity — the percentage display becomes meaningless or stays at 0, even if tasks are assigned to them.
More articles are coming soon.